Part-Time Project Coordinator - SOE

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Summary:

The Part-Time Project Coordinator (PC) will provide day-to-day operational and administrative support for a portfolio of externally funded projects. Working under the direction of the IIE Director, the PC supports effective management of each project by scheduling and documenting meetings, tracking coach participation and payment, maintaining project files and records, ordering resources for project participants, supporting communications, supporting event planning, including an annual conference, and assisting with the recruitment and enrollment of in-service-teachers for the graduate certificate program in Reading and Language Development. This position is well suited to someone early in a career in education, research administration, nonprofit operations, or program management. The PC will gain direct exposure to grant-funded research-practice partnerships in an active university research center.

Essential Functions:

1.) Meeting and Project Coordination

• Schedule recurring and ad hoc meetings across internal teams, university partners, and external collaborators; manage calendar invitations, room reservations, and virtual meeting logistics.

• Draft and circulate meeting agendas in advance; assemble supporting materials.

• Take accurate notes during meetings, capture action items and owners, and distribute summaries promptly

• Track follow-up tasks and deadlines and flag items to their supervisor.

• Maintain shared project calendars, timelines, and task trackers.

2.) Coach Tracking and Payment Support

• Monitor a coaching log completed by cohort of approximately 19 coaches; review submissions for completeness, accuracy, and timeliness.

• Follow up with coaches on missing, late, or inconsistent entries in a professional and service-oriented manner.

• Reconcile logged hours against project records and prepare summaries for supervisor review.

• Coordinate with [department administrator / payroll / accounts payable] to ensure coach payments are submitted, processed, and issued on schedule; track payment status and resolve discrepancies.

• Maintain accurate, audit-ready documentation of coach participation and payment history.

3.) Event Planning Support

• Provide logistical support for project events including the annual Heritage Language Community Schools conference, convenings, workshops, coach trainings, information sessions, and partner meetings.

• Assist with venue and room reservations, room setup, audiovisual and technology needs, parking, and accessibility accommodations.

• Coordinate catering orders within university guidelines and applicable grant allowability rules; track headcounts, dietary restrictions, and delivery timing.

• Manage event registration, including monitoring registration forms, maintaining attendee lists, and sending confirmations and reminders.

• Prepare and assemble event materials such as agendas, name badges, sign-in sheets, folders, and printed handouts.

• Communicate logistics to speakers, facilitators, and guests; assist with travel and honorarium paperwork in coordination with [department administrator].

• Provide day-of support, including setup, check-in, and breakdown; serve as an on-site point of contact for routine questions.

• Collect and compile post-event feedback and attendance records and maintain event documentation for project reporting.

4.) Communications and Social Media

• Draft social media posts and short promotional content for project and center accounts, consistent with university brand and communications guidelines about IIE programs.

• Maintain a basic content calendar and gather photos, quotes, and updates from project activities.

• Assist with newsletters, flyers, one-pagers, and website updates as needed.

5.) Research Data, Records, and File Management

• Support graduate students with research data collection and secure file storage.

• Organize and maintain project files in [SharePoint / Google Drive / DropBox], applying consistent naming conventions, folder structures, and version control.

• Maintain rosters, contact lists, and participant records with attention to accuracy and confidentiality.

• Support routine data entry and help prepare documentation needed for project reporting.

6.) Procurement and Resource Support

• Order project supplies, materials, and resources through university purchasing systems; track orders through delivery.

• Maintain inventory of project materials and coordinate distribution to project sites and participants.

• Submit receipts, invoices, and documentation to the appropriate administrative staff. (This position does not carry independent budget authority).

Position Type/Expected Hours of Work:

• Part-time.

• Up to 27 hours per week.

• The position is contingent upon continued grant funding through September 30, 2029.

Salary Range:

• $26.50 per hour.

Required Education and Experience:

• Bachelor's degree or equivalent.

• Less than 1 year of relevant experience.

Preferred Education and Experience:

• Bachelor's degree

• 1 - 3 years of relevant experience.

Travel Required:

• Limited to within DC region to partner schools.

Additional Eligibility Qualifications:

• Strong organizational skills and demonstrated attention to detail, including the ability to manage multiple deadlines and track many small moving pieces accurately.

• Clear, professional written and verbal communication skills.

• Proficiency with [Microsoft Office, CMS, and other AU technology], including spreadsheets, and comfort learning new systems quickly.

• Ability to work independently, take initiative, and follow through with minimal supervision.

• Discretion in handling confidential personnel, student, and project information.

Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits

Click here to learn about American University's unique benefit options.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.

• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.

• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• American University is an E-Verify employer.

Current American University Employees

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Contact Us

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American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.