Project Coordinator

Position Summary:

The Project Coordinator provides comprehensive coordination and administrative support across multiple College of Education initiatives. This position combines program coordination, grant and research administration, proposal support, communications, budget monitoring, and operational management for grant-funded and institutionally supported projects.

The successful candidate will serve as a central point of coordination for project activities, ensuring compliance with university, sponsor, and regulatory requirements while supporting efficient and effective project implementation. This role works closely with Principal Investigators (PIs), project leaders, faculty, staff, and external partners to manage timelines, communications, financial activities, and administrative processes.

A key component of this position is serving as the liaison between project teams and the assigned Unit Research Administrator (URA), requiring strong communication skills, sound judgment, attention to detail, and the ability to build productive working relationships across multiple stakeholders.

The ideal candidate is highly organized, adaptable, and customer-service focused, with a proven ability to manage competing priorities while maintaining a commitment to accuracy, professionalism, and collaboration.

Program Administration: 

The ideal candidate is resourceful, detail-oriented, and proficient at managing multiple projects simultaneously.
 

• Coordinate multiple educational, research, and workforce development programs and initiatives.
• Manage project timelines, deliverables, reporting requirements, and documentation.
• Support Principal Investigators, project directors, and program leadership in implementing project goals and objectives.
• Organize workshops, training programs, meetings, conferences, and special events.
• Track project milestones and assist with sponsor reports and project updates.
• Maintain project records and ensure documentation is retained in accordance with university and sponsor requirements.

Grant & Research Administration: 

This role requires strong organizational skills, exceptional attention to detail, and the ability to develop positive working relationships across diverse groups.
 

• Serve as the primary liaison between project personnel and the assigned Unit Research Administrator (URA), coordinating research administration activities and facilitating communication regarding grant and contract administration requirements.
• Work closely with the URA to support the full lifecycle of sponsored projects, including proposal development, award management, modifications, reporting, and closeout activities.
• Assist in proposal preparation, budget development, budget justifications, and collection of required submission documents.
• Coordinate internal routing and approval processes in accordance with USF research administration policies and procedures.
• Support initiation and processing of contracts, agreements, and subawards in collaboration with the URA and appropriate university offices.
• Monitor project activities to help ensure fulfillment of sponsor compliance requirements and award terms and conditions.
• Coordinate with faculty, research staff, and central administrative offices to facilitate timely completion of research administration activities.
• Maintain familiarity with USF sponsored research systems and processes and provide administrative support for grant-related activities.

Financial Support: 

The successful candidate will be comfortable working with budgets and financial data while ensuring compliance and fiscal responsibility.
 

• Monitor project budgets, expenditures, and financial activity.
• Assist with budget tracking and financial forecasting for assigned projects.
• Coordinate purchasing requests, invoices, reimbursements, travel requests, and payment processing.
• Ensure expenditures comply with sponsor requirements, university policies, and approved budgets.
• Communicate and coordinate, as appropriate, with Finance, Research Administration, Business Services, Procurement, and the Office of General Counsel.
• Maintain financial records and supporting documentation for audits, reporting, and project reviews.

Communications: 

Strong communication and interpersonal skills are essential for success in this role.
 

• Develop and maintain effective communication with faculty, staff, students, vendors, sponsors, and external partners.
• Prepare correspondence, project updates, operational guidance, meeting materials, and other communications.
• Coordinate activities and information sharing across departments, colleges, and external organizations.
• Support development of project reports, presentations, and stakeholder communications.
• Maintain project websites, communication platforms, and documentation as needed.

For questions on this advertisement, please contact Ruthmae Sears, Ph.D at ruthmaesears@usf.edu.

Minimum Qualifications:

• Bachelor’s degree -OR- equivalent combination of education and experience in a related field.

Preferred Qualifications:

The strongest candidates will bring a combination of project coordination expertise, research administration knowledge, and a commitment to service excellence.

• Bachelor’s degree in Business Administration, Education, Public Administration, Project Management, Higher Education, or a related field.

• Three to five years of progressively responsible experience in program coordination, project coordination, grant administration, research administration, or a related field.
• Equivalent combinations of education and directly related experience may be considered.
• Five (5) or more years of program, project, or administrative coordination experience.
• Experience supporting grant-funded programs, sponsored projects, or research initiatives.
• Familiarity with USF business and research administration systems, including Bull Marketplace, Archivum, Bulls iResearch, eIRB, and related platforms.
• Experience with budget monitoring, purchasing, and financial reconciliation.
• Strong proficiency in Microsoft 365 applications, including Outlook, Excel, Word, Teams, and SharePoint.
• Demonstrated ability to work collaboratively with faculty, researchers, administrators, students, and external partners.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.

• Ability to work independently while effectively managing multiple priorities in a collaborative team environment.