Program Coordinator

Saint Martins University
Washington, United States
Salary Commensurate with experience
Nov 17, 2020
Employment Level
Employment Type
Full Time

Under the general direction of the Assistant Director, Career Development, the Program Coordinator is responsible for providing administrative support and program management to the Career Center in Title III grant and all daily activities, tasks, projects, and major events. This is a Title III grant-funded position budgeted for 5 years. The Program Coordinator is responsible for tracking time and effort for the career center staff, including Internship Navigators, and other staff and faculty involved in grant activities. Responsible for tracking internship programming, travel, events, and placements.

Ranked by Niche as the second (#2) most diverse private college in Washington State in 2020. Saint Martin’s is extremely proud of our student diversity. Our university treasures persons of all abilities, ages, ethnicities, genders, nationalities, orientations, races, and religions. In particular, we know that students educated in an ethnically diverse settings perform better academically and reap greater professional success than their peers from more homogeneous learning environments. We proudly celebrate that our student population is 51% undergraduate and 32% graduate students of color. We are committed to pursuing an employee community which reflects a similar, if not the same percentage.

Therefore, we intentionally encourage and request that members of historically underrepresented groups apply to join this community. All of us, from all backgrounds, are making a commitment to do and be better for our students, faculty, and staff.

Established in 1895, Saint Martin’s University serves as the educational mission of Saint Martin’s Abbey. The Abbey is a Catholic Benedictine monastery, whose members pray, work, and live together on the University campus. As the mission is Catholic and Benedictine, one of our values is a spirit of hospitality welcoming all, regardless of an individual’s faith, religion, or spirituality.

Essential Functions & Responsibilities Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following.

NOTE: This job may be completed partly remote at direction of the Assistant Director, Career Development but will still need to provide front desk support.

Title III Grant Coordination (85%)
o Provides administrative support in the development and implementation of Title III grant program/project functions, including creating and maintaining filing systems, both electronic and physical.
o Ensuring implementation of policies and practices related to the Title III grant and Career Center activities.
o Schedule appointments and maintain calendars of Associate Dean & Director, Assistant Director, and Internship Navigators.
o Provides oversight and organization of all Title III documentation, including; hours tracking for all staff, finances and grant spending, and project planning provided by Associate Dean & Director and Assistant Director.
o Works with Controller to fill out and submit appropriate weekly, monthly, quarterly, and annual documents for Title III grant.
o Through one-on-one appointments, provides direction and assistance to walk-in students in outlining effective steps toward achieving their career and educational goals as it relates to using Handshake, personality assessments, work-study positions, internships, scholarships, and job search efforts.

Career Center Support (25%)
o Provides front desk coverage for the Career Center; answers phone and greets student, staff, faculty, and community members who visit the office.
o Assists the Assistant Director, Career Development with coordinating the career fairs by helping develop marketing materials, soliciting sponsorship, corresponding with attendees, processing registration, and donations. Helps manage the catering, develops marketing materials, and coordinates with faculty to schedule classroom presentations on these events.

o Manage Career Center social media accounts with career announcements, events, internships, and more at direction of Assistant Director, Career Development.
o Other duties as assigned by Assistant Director, Career Development.


o Excellent written and oral communication skills.
o Excellent customer service skills; able to represent the Career Center to both internal and external visitors.
o Proficient in utilizing computer programs in an office environment; ability to create and maintain electronic and manual files.
o A demonstrated understanding and value for the contributions that a diverse workforce can make to the success of the organization and the students we serve.
o Ability to establish and maintain effective working relationships with others, including faculty, staff, employers, and students from diverse academic, socio-economic, cultural, ethnic, and disability backgrounds.
o Ability to maintain confidentiality.
o Ability to ask for assistance when necessary.
o Ability to work collaboratively and cooperatively in a team environment.
o Ability to work and multitask with multiple deadlines and projects.
o Ability to present a professional image of the department.
o The ability to perform assigned duties in a manner consistent with applicable laws, regulations, and goals and policies of Saint Martin's University.
o Independent worker who is also able to work in a team and express ideas and contribute for the betterment of the university.
o Must be supportive of a Catholic Benedictine philosophy of education.

• Bachelor’s degree or equivalent AND two (2) years of full-time administrative experience OR Equivalent mix of education/experience.
• Strong skill in using word processing and spreadsheet software, preferably Excel & MS Word, Outlook, and Google Drive
• Successfully pass a criminal background check.

• Experience with Title III, or another federal grant.
• Experience with accounting principles.
• Experience managing social media accounts, including Instagram, LinkedIn, Twitter, and Facebook.

Work is performed in a standard office environment and remotely. Physical demands include:
• Moves objects (less than 50 pounds) long distances (more than 20 feet).
• Ability to be mobile campus-wide for appropriate business needs.
• Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
• Reading, writing, speaking, hearing, standing, bending, sitting.
• Learning and comprehending.
• Collaborate as a member of a dynamic team
• Requires visual concentration on detail.
• Manual dexterity and precision required for keyboarding
• Must be able to sit for long periods at a time at a computer
• Must be able to concentrate on details and process complex information while experiencing frequent interruptions.

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