Project Coordinator LTE - 06/30/2028

SUMMARY

Limited Term Opportunity - Grant Funded Through 06/30/2028

The Project Coordinator provides day-to-day operational, administrative, and coordination support for a single, federally funded grant awarded by the U.S. Department of Labor. This position is dedicated exclusively to the implementation of the approved grant and serves as the primary coordinator for project activities, schedules, documentation, communication, and reporting.

Working under the direction of the Project Manager , the Project Coordinator supports implementation of approved grant activities, tracks progress toward deliverables, maintains required documentation, and facilitates collaboration among internal departments and external partners. This role relieves the Project Manager of routine administrative and coordination responsibilities, allowing the Project Manager to focus on strategic oversight, compliance, and final approvals. All project decisions, approvals, and fiscal authority remain with the Project Manager .

This position reports to the Project Manager. RESPONSIBILITIES

Project Coordination Department of Labor Grant (45%)

Under the direction of the Project Manager, the Project Coordinator leads the day-to-day operational implementation of the approved grant project. Primary responsibilities include:

• Operational Oversight: Coordinate day-to-day project activities to ensure strict alignment with the approved grant scope, work plan, and federal timelines.

• Data & Compliance: Partner with internal and external stakeholders to capture, track, analyze, and compile participant data and outcomes required for mandatory federal grant reporting. Coordinate with external consultants, evaluators, and Mathematica to support grant implementation, data retrieval, evaluation activities, and reporting requirements. Serve as the primary liaison between external stakeholders and the Project Manager to ensure clear communication, alignment of services, and adherence to compliance standards. Ensure the accuracy, integrity, and timely submission of all required federal and institutional reports in accordance with grant guidelines.

• Grant Documentation: Maintain comprehensive project records, including effort reports, progress updates, and technical deliverables, ensuring full compliance with Department of Labor requirements.

• Performance Tracking: Monitor project milestones; develop status updates and supporting materials to facilitate executive review by the Project Manager.

• Financial Monitoring: Track expenditures related to the Colleges grant allocation and prepare detailed expenditure summaries for Project Manager approval.

• Cross-Functional Collaboration: Serve as a liaison to internal departments to support the implementation of grant-funded credentials, certifications, and technical systems.

• Risk Management: Act as the primary point of contact for routine coordination, proactively identifying and escalating risks or decision points to the Project Manager.

Project Manager Support (45%)

The Project Coordinator provides high-level administrative and logistical support to the Project Manager to ensure seamless communication and stakeholder engagement:

• Stakeholder Engagement: Organize and facilitate meetings with fiscal leads, partner colleges, and external stakeholders; manage the preparation of agendas and formal documentation of outcomes.

• Information Management: Manage the projects Microsoft Teams environment and shared workspaces, ensuring all grant resources are organized, accessible, and current.

• Curriculum & Marketing Liaison: Facilitate communication between curriculum designers, faculty, and the Marketing department to ensure outreach materials and educational deliverables align with grant objectives.

• Logistics Coordination: Manage travel arrangements and professional development logistics for faculty and staff supported by grant funding.

• Event Coordination: Lead the logistical planning for community engagement events involving industry partners and external stakeholders.

• Participant Support Services: Administer the processes for the disbursement of emergency assistance funds and National Impact Study incentives to eligible grant participants.

Additional Responsibilities (10%)

• Regularly review and optimize processes to eliminate redundancy and enhance overall efficiency.

• Perform other duties as assigned

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.

WHAT YOU NEED TO SUCCEED IN THE POSITION

Required:

• Associate or Bachelors degree in Business Administration, Project Management, Education, Public Administration, or a related field.

• Minimum of two (2) years of experience providing administrative, coordination, or project support in an educational, workforce development, or grant-funded environment.

• Experience supporting projects with multiple stakeholders, timelines, and deliverables.

• Demonstrated ability to organize and maintain detailed documentation in compliance with established requirements.

• Proficiency with Microsoft Office applications, including Word, Excel, and Microsoft Teams

• Strong written and verbal communication skills, with the ability to interact professionally with faculty, staff, administrators, and external partners.

• Ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.

• High attention to detail and strong organizational skills.

SUPPLEMENTAL INFORMATION

DIVISION/LOCATION: School of Manufacturing, Engineering and Information Technology/Racine
COMP GRADE: 26
FLSA DESIGNATION: Non-Exempt
CONDITIONS OF EMPLOYMENT:

• Candidates must be legally authorized to work in the United States on a permanent basis. Verification of employment eligibility will be required at the time of hire. Visa sponsorship is not available.
• Engage in district-wide travel to support students and foster collaboration with Gateway faculty and staff.
• Employment is contingent upon an acceptable background
• Flexibility is needed to accommodate day, evening and weekend student & business needs

Guide Not Applicable Activity is not applicable to this occupation Occasionally Occupation required this activity up to 33% of the time (0 - 2.5+ hrs/day) Frequently Occupation required this activity from 33% - 66%% of the time (2.5 - 5.5+ hrs/day) Continuously Occupation required this activity more than 66% of the time (5.5+ hrs/day)
Physical Demands Frequency
Lift/Carry Frequency Sitting Continuously
0 - 10 lbs Occasionally Standing Occasionally
11 - 20 lbs Occasionally Walking Not Applicable
21 - 50 lbs Not Applicable Reaching Overhead Not Applicable
51 - 100 lbs Not Applicable Reaching at or Below Shoulder Level Not Applicable
Over 100 lbs Not Applicable Keyboarding Continuously

Stooping Not Applicable
Push / Pull Yes / No Crouching Not Applicable
12 lbs or less Occasionally Kneeling Not Applicable
13 - 25 lbs Not Applicable Crawling Not Applicable
26 - 40 lbs Not Applicable Climbing Ramps or Stairs Not Applicable
41 - 100 lbs Not Applicable Climbing Ladders, Ropes or Scaffolding Not Applicable
Over 100 lbs Not Applicable Driving Not Applicable

Traveling - overnight stay(s) Not Applicable
Hearing Requirement Yes / No Communicating Verbally Frequently
One-on-one (in person) Yes Far Visual Acuity: clarity to see 20' or more Not Applicable
Group or conference (in person) Yes Near Visual Acuity: clarity to see 20" or less Continuously
Telephone Yes

Other Sounds Yes
Working Conditions Frequency
Noise Intensity Level Frequency Humidity: non-weather related Not Applicable
Quiet Occasionally Extreme Cold: non-weather related Not Applicable
Moderate Frequently Extreme Hot: non-weather related Not Applicable
Loud Occasionally Working Outdoors Not Applicable
Very Loud Not Applicable Wetness: contact with water or other liquids Not Applicable

Working Conditions Frequency
Working Conditions Frequency Working in Close Proximity to Others Occasionally
Working interruptions Frequently Open Work Space Continuously
Stressful situations Occasionally Working in a confined space Continuously
Exposure to offensive odors Not Applicable Exposure to a computer screen Continuously
Required uniform supplied by department Not Applicable

Gateway will not discriminate against any employee, applicant for employment, student, or applicant for admission based on race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable local, state or federal law.

Gateway Technical College is an Equal Opportunity/Access Educator/Employer operating under an Affirmative Action Plan. Reasonable accommodations and auxiliary aids will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process, please contact the Office for Equal Opportunity and Civil Rights at ... or .... Women and minorities are encouraged to apply.

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