What are the responsibilities and job description for the Project Coordinator - Academic Affairs position at Bennett College?
ABOUT BENNETT COLLEGE:
Bennett College is a historically Black liberal arts college for women in Greensboro, NC. With a 7/1 student/faculty ratio, Bennett is an intentional micro-college providing an intimate, engaging learning community that centers on the experiences and achievements of women of color. Bennett College seeks to hire new faculty and staff who can contribute to the development of innovative programs and curriculum that prepare students for impactful civic engagement and leadership roles in their personal and professional lives.
GENERAL SUMMARY:
The Project Coordinator for Academic Affairs is an on-site role that will provide essential administrative and project support to the Academic Affairs team. This role is responsible for streamlining the routine and administrative workflow of the Academic area, including faculty contracts, grant submissions, travel planning, and other key processes. In addition to administrative tasks, the project coordinator will work cross-functionally to prepare various events, workshops, and other projects as assigned within the academic area. The coordinator will also serve as the onsite event coordinator for all academic convocations, ensuring smooth planning and execution. This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.
ESSENTIAL JOB FUNCTIONS:
- Assist in managing and processing faculty contracts, including ensuring proper documentation and timely submissions.
- Support the preparation, submission, and tracking of grant applications, reports, and related correspondence.
- Coordinate travel arrangements for faculty and Academic Affairs staff, including booking flights, accommodations, and itineraries.
- Maintain an organized filing system (electronic and physical) for Academic Affairs documents, contracts, and reports.
- Monitor departmental emails and phone calls, ensuring timely and professional responses.
- Support data collection and reporting activities to inform decision-making and improve operational processes.
- Provide calendar management support for the Vice President for Academic Affairs and assist with scheduling meetings, appointments, and events.
- Draft, edit, and distribute communications such as memos, letters, and meeting materials.
- Organize and monitor the progress of ongoing projects within the Academic Affairs team to ensure deadlines and deliverables are met.
- Serve as a liaison with faculty, staff, and other departments to gather information, relay updates, and facilitate cross-departmental collaboration.
- Maintain organized project records and ensure data accuracy for reports and analyses.
(Event Coordination for Academic Convocations)
- Act as the onsite event coordinator for all academic convocations.
- Collaborate with faculty, staff, and external vendors to plan event logistics such as venue setup, audiovisual needs, signage, seating, programs, and catering.
- Develop event timelines, ensure adherence to schedules, and oversee day-of event operations.
- Manage event-related budgets, process invoices, and maintain cost efficiency.
- Address and resolve any last-minute event issues or changes onsite.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Excellent organizational and time-management abilities with a keen eye for detail.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other project management tools.
- Problem-solving skills with the ability to adapt to changing needs and priorities.
- Professional demeanor and ability to work collaboratively with diverse stakeholders
EDUCATION AND EXPERIENCE:
- Bachelor’s degree in Business Administration, Education, Project Management, or a related field required. A Master’s degree is preferred.
- 3-5 years of experience in project coordination, administration, management, or related experience. Working within a higher education, nonprofit, or related setting is a plus
- Proficiency in Microsoft Office 365 (Excel, Word, PowerPoint, Outlook) and project management tools such as Asana, Trello, or Microsoft Project.
- Experience working with cross-functional teams.
- Demonstrated experience in managing multiple projects simultaneously, meeting deadlines, and ensuring project goals align with institutional priorities.
- Familiarity with higher education policies, procedures, and accreditation standards is a plus.
- Prior experience in event planning, scheduling, and logistics coordination within an academic environment is desirable.
