Program Coordinator

Bethune-Cookman University

Job Title: CSEM Program Coordinator

Reporting Structure: Dean, College of Science, Engineering & Mathematics

Division: College of Science, Engineering & Mathematics (CSEM)

Job Summary:

Performs a broad range of complex, confidential, and high-level administrative and program support functions for the College of Science, Engineering & Mathematics. This position supports academic programs, sponsored initiatives, and college operations by coordinating communications, managing financial and procurement processes, and facilitating day-to-day administrative functions.

Works independently with minimal supervision, exercises sound judgment, and maintains effective working relationships with faculty, staff, students, and external stakeholders. Anticipates administrative and operational needs, resolves issues proactively, and ensures timely completion of assignments. May provide oversight to student assistants and temporary staff.

Duties/Responsibilities:

• Manage daily administrative operations for the Office of the Dean, including coordination across academic programs in Chemistry, Biology, Computer Science, Computer Engineering, Computer Information Systems, Physics, Mathematics, and Integrated Environmental Sciences.
• Serve as a primary point of contact and source of information regarding college, university, and program policies and procedures for faculty, staff, students, and external stakeholders.
• Coordinate complex scheduling and maintain calendars for the Dean and Department Chairs; arrange meetings, prepare materials, and manage logistics.
• Coordinate all travel arrangements, including itineraries, registrations, and reimbursements; prepare and submit travel documentation in accordance with university policies.
• Manage and monitor college budgets, including purchase cards (P-cards), requisitions, and expenditures; ensure accuracy, proper documentation, and compliance with institutional policies.
• Coordinate and process requisition submissions for sponsored programs and college operations, ensuring compliance with institutional, sponsor, and procurement policies. Track requisitions from initiation through approval, procurement, and payment, and resolve issues in collaboration with principal investigators, finance, and procurement offices.
• Prepare, edit, and proofread correspondence, reports, budgets, newsletter entries, and other documents using standard office software and data tools; ensure accuracy and adherence to deadlines.
• Manage office and instructional supply inventory, including maintaining organized supply closets, monitoring stock levels, and coordinating timely ordering and distribution of materials.
• Maintain records and documentation in support of audits, reporting requirements, and operational needs.
• Serve as liaison for facilities-related matters, including submitting and tracking work orders and coordinating maintenance requests.
• Provide front-line customer service by answering phones, greeting visitors, and directing inquiries appropriately.
• Demonstrate initiative by managing assigned responsibilities independently and supporting continuous improvement of office processes.
• Supervise and provide guidance to student workers and temporary staff, as assigned.
• Support college events, programs, and special projects as needed.

Required Skills/Abilities:

• Knowledge of academic programs and administrative operations within science, engineering, or mathematics disciplines preferred.
• Strong written and verbal communication skills with attention to detail and accuracy.
• Excellent organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Ability to interact effectively with diverse populations, including students, faculty, staff, and external stakeholders.
• Demonstrated ability to work independently in a fast-paced, team-oriented environment.
• Strong interpersonal skills, professionalism, and a service-oriented mindset.
• Ability to maintain confidentiality and exercise discretion.
• Proficiency in standard office software (e.g., word processing, spreadsheets, email, and data systems).
• Demonstrated accountability, initiative, and commitment to achieving results.

Education and Experience:

• Bachelor's degree or an equivalent of education
• Five years of relevant experience.
• Hi-level proficiency in MS Office Suite (Word, Excel, PowerPoint, and Outlook), Adobe Acrobat, along with a clear understanding of other analytical tools.
• Strong writing skills and effective organizational and planning capabilities are necessary.
• Empathetic in interactions with students, while still able to uphold University policies and procedures.
• Ability to execute tactically while understanding strategic impacts.
• Ability to utilize leadership, advocacy, and collaboration.
• Solid understanding of database architecture.

Environmental/Physical Conditions:

• The working environment is a normal business office setting.
• Demands normal manual dexterity and visual and auditory acuity.
• Must be mobile throughout the campus.
• Typically, the incumbent may sit comfortably to do the work. However, there may be some walking, standing, bending, or carrying light items.
• Nothing in this job description restricts management''s right to assign or reassign duties and responsibilities to this job at any time.

The University does not discriminate on the basis of race, color, national and ethnic origin, sex, retaliation, marital status, religion or disability, or any other applicable local, state or federal regulation. Inquiries regarding provisions for persons with disabilities, equal employment opportunity and Title IX matters should be directed to the Office of Human Resources at 386-481-2049.

The university reserves the right to modify job descriptions at any time in its'' attempts to improve the operations of the university.