"Administrative Coordinator - Transcendence Project"

Job Details

Lewis & Clark College Support Staff Association

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers.

The current LCCSSA Bargaining Agreement can be found here: https://www.lclark.edu/unions/lccssa

LCCSSA members who apply and meet the minimum qualifications for the vacancy will be interviewed in the same manner as other first-round applicants.

PRIMARY PURPOSE

The Administrative Coordinator within the Transcendence Project reports directly to the Director of the Community Counseling Center. This role is primarily responsible for supporting the organization, coordination, and operations of a three-year grant initiative focused on peer support groups for transgender, nonbinary, and gender-expansive youth and their families. The ideal candidate will possess strong organizational, communication, and logistical skills, with experience in coordinating programs, managing timelines, and maintaining accurate records for grant compliance. To be successful in this position, the individual must excel at managing multiple priorities, fostering collaborative relationships, and ensuring the smooth execution of outreach, recruitment, and program activities.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of LCCSSA Collective Bargaining Agreement.

ESSENTIAL DUTIES

• Coordinate complex program logistics for peer support groups and project activities, including multi-stakeholder scheduling, venue and technology arrangements, materials preparation, and day-of execution; anticipate risks and implement contingency plans to keep events on track.
• Drive outreach and recruitment workflows by executing a structured outreach plan, maintaining partner contact lists, tracking pipelines of prospective participants, drafting outreach copy, and coordinating translation and accessibility needs to ensure affirming, inclusive participation.
• Manage participant data and reporting by maintaining accurate, confidential records of engagement, attendance, and outcomes; build simple dashboards or trackers; prepare monthly and quarterly summaries that align with grant deliverables and compliance requirements; surface variances and propose corrective actions.
• Own a communications rhythm for the project (email inboxes, phone inquiries, templated responses, FAQs, and social posts); keep an editorial calendar, monitor engagement metrics, and recommend adjustments to improve reach and clarity.
• Support facilitator onboarding and training by coordinating background documentation, training schedules, materials, and feedback collection; track completion status and maintain an organized repository of resources for recurring cohorts.
• Administer budget and purchasing tasks within established policies by tracking expenses against grant budgets, reconciling P-Card or invoice activity, preparing purchase requests, and maintaining audit-ready files; flag issues and suggest practical adjustments to stay within scope.
• Maintain organized records and file systems (digital and physical) with appropriate permissions, retention practices, and confidentiality standards; document procedures and update naming conventions to support team-wide consistency.
• Monitor grant timelines and deliverables by maintaining project plans, coordinating inputs from staff and community partners, and issuing regular status updates; escalate risks early and recommend options that respect policy and funding constraints.
• Coordinate partner and stakeholder meetings by preparing agendas, capturing decisions and action items, and ensuring timely follow-through; strengthen relationships with internal teams and community organizations to support smooth program operations.
• Contribute to continuous improvement by identifying workflow gaps, gathering feedback from participants and facilitators, and proposing small process changes or tools that enhance accessibility, efficiency, and participant experience.
• Special projects within scope as assigned by the supervisor, including piloting new administrative processes, helping with light data analysis, and supporting compliance spot-checks.
• Other duties as assigned.

KNOWLEDGE, SKILLS, ABILITIES, & BEHAVIORS

• Excellent attention to detail in account analysis, payment processing, and reconciliation, ensuring accuracy and integrity in financial records.
• Superior problem-solving skills, demonstrating an ability to identify discrepancies and take appropriate action to resolve issues in a timely and efficient manner.
• Extremely strong communication skills, both written and verbal, with the ability to effectively communicate complex financial information to students, families, and campus departments.
• Proficient in using Microsoft Excel and Google Suite software to create detailed financial reports, track payments, and manage data efficiently.
• Superior organizational skills, able to manage multiple tasks, prioritize competing deadlines, and maintain a high level of productivity in a fast-paced, service-oriented environment.
• Excellent collaboration skills, working effectively with cross-functional teams, including Financial Aid, Registrar's Office, and other departments, to achieve shared goals and resolve student account issues.
• Proficient in student information systems (e.g., Colleague, Informer), ensuring seamless integration of financial data across platforms and providing accurate account information to stakeholders.
• Commitment to promoting inclusion in the workplace, consistently demonstrating respect, openness, and understanding in interactions with all members of the college community, fostering a positive and inclusive environment for students and colleagues.
• Superior customer service orientation, maintaining a positive attitude and delivering exceptional support while addressing inquiries and concerns from students, families, and other stakeholders.
• Extremely reliable and self-motivated, demonstrating initiative and taking ownership of tasks and responsibilities while maintaining accountability for outcomes.

REQUIRED EDUCATION / EXPERIENCE

• High school diploma or equivalent.
• Three years of directly related administrative or project coordination experience in program, community, or grant-funded settings.
• Demonstrated experience coordinating varied assignments, managing timelines and deliverables, and exercising sound judgment within established policies and procedures.
• Proven track record maintaining confidential participant records and preparing clear summaries or reports for compliance.
• Demonstrated impact on equity, inclusion, and affirming practices for transgender, nonbinary, and gender-expansive youth and their families.

PREFERRED EDUCATION / EXPERIENCE

• Bachelor’s degree in psychology, social work, counseling, public health, education, or a related field.
• Experience supporting LGBTQIA+ communities, especially youth and families, in community-based or clinical settings.
• Experience with grant-funded programs (tracking deliverables, preparing progress updates, coordinating outreach and recruitment).
• Experience coordinating training, onboarding, or resource development for facilitators, volunteers, or partners.
• Success working both independently and in collaboration with multiple stakeholders, with comfort initiating work and seeking guidance as needed.

JOB CLASSIFICATION

• Job Group Title: Administrative Assistant III
• Working Title: Administrative Coordinator - Transcendence Project
• Salary Grade: Grade 14
• FLSA Status: Non-Exempt
• Department: Graduate School of Education & Counseling - Community Counseling Center
• Reports To: Director of the Lewis & Clark Community Counseling Center
• Full-Time: No
• Benefit Eligible: Yes
• Schedule: .53 FTE, 20 hours per week, flexible schedule
• Compensation: $25.01 per hour
• This position is supporting a 3-year grant and employment is contingent upon grant funding