American University is a student-centered research institution
located in Washington, DC, with highly-ranked schools and colleges,
internationally-renowned faculty, and a reputation for creating
meaningful change in the world. Learn more about
American University
Department:
Baker School of Education
Time Type:
Part time
Job Type:
Temporary (Fixed Term)
FLSA Status:
Non-Exempt
Work Modality:
Union:
Excluded
Job Description:
Summary:
The Part-Time Project Coordinator (PC) will provide day-to-day
operational and administrative support for a portfolio of
externally funded projects. Working under the direction of the IIE
Director, the PC supports effective management of each project by
scheduling and documenting meetings, tracking coach participation
and payment, maintaining project files and records, ordering
resources for project participants, supporting communications,
supporting event planning, including an annual conference, and
assisting with the recruitment and enrollment of
in-service-teachers for the graduate certificate program in Reading
and Language Development. This position is well suited to someone
early in a career in education, research administration, nonprofit
operations, or program management. The PC will gain direct exposure
to grant-funded research-practice partnerships in an active
university research center.
Essential Functions:
1.) Meeting and Project Coordination
- Schedule recurring and ad hoc meetings across internal teams,
university partners, and external collaborators; manage calendar
invitations, room reservations, and virtual meeting
logistics.
Draft and circulate meeting agendas in advance; assemble
supporting materials.
Take accurate notes during meetings, capture action items and
owners, and distribute summaries promptly
Track follow-up tasks and deadlines and flag items to their
supervisor.
Maintain shared project calendars, timelines, and task
trackers.
2.) Coach Tracking and Payment Support
- Monitor a coaching log completed by cohort of approximately 19
coaches; review submissions for completeness, accuracy, and
timeliness.
- Follow up with coaches on missing, late, or inconsistent
entries in a professional and service-oriented manner.
- Reconcile logged hours against project records and prepare
summaries for supervisor review.
- Coordinate with [department administrator / payroll / accounts
payable] to ensure coach payments are submitted, processed, and
issued on schedule; track payment status and resolve
discrepancies.
- Maintain accurate, audit-ready documentation of coach
participation and payment history.
3.) Event Planning Support
- Provide logistical support for project events including the
annual Heritage Language Community Schools conference, convenings,
workshops, coach trainings, information sessions, and partner
meetings.
- Assist with venue and room reservations, room setup,
audiovisual and technology needs, parking, and accessibility
accommodations.
- Coordinate catering orders within university guidelines and
applicable grant allowability rules; track headcounts, dietary
restrictions, and delivery timing.
- Manage event registration, including monitoring registration
forms, maintaining attendee lists, and sending confirmations and
reminders.
- Prepare and assemble event materials such as agendas, name
badges, sign-in sheets, folders, and printed handouts.
- Communicate logistics to speakers, facilitators, and guests;
assist with travel and honorarium paperwork in coordination with
[department administrator].
- Provide day-of support, including setup, check-in, and
breakdown; serve as an on-site point of contact for routine
questions.
- Collect and compile post-event feedback and attendance records
and maintain event documentation for project reporting.
4.) Communications and Social Media
- Draft social media posts and short promotional content for
project and center accounts, consistent with university brand and
communications guidelines about IIE programs.
- Maintain a basic content calendar and gather photos, quotes,
and updates from project activities.
- Assist with newsletters, flyers, one-pagers, and website
updates as needed.
5.) Research Data, Records, and File Management
- Support graduate students with research data collection and
secure file storage.
- Organize and maintain project files in [SharePoint / Google
Drive / DropBox], applying consistent naming conventions, folder
structures, and version control.
- Maintain rosters, contact lists, and participant records with
attention to accuracy and confidentiality.
- Support routine data entry and help prepare documentation
needed for project reporting.
6.) Procurement and Resource Support
- Order project supplies, materials, and resources through
university purchasing systems; track orders through delivery.
- Maintain inventory of project materials and coordinate
distribution to project sites and participants.
- Submit receipts, invoices, and documentation to the appropriate
administrative staff. (This position does not carry independent
budget authority).
Position Type/Expected Hours of Work:
- Part-time.
- Up to 27 hours per week.
- The position is contingent upon continued grant funding through
September 30, 2029.
Salary Range:
Required Education and Experience:
- Bachelor's degree or equivalent.
- Less than 1 year of relevant experience.
Preferred Education and Experience:
- Bachelor's degree
- 1 - 3 years of relevant experience.
Travel Required:
- Limited to within DC region to partner schools.
Additional Eligibility Qualifications:
- Strong organizational skills and demonstrated attention to
detail, including the ability to manage multiple deadlines and
track many small moving pieces accurately.
- Clear, professional written and verbal communication
skills.
- Proficiency with [Microsoft Office, CMS, and other AU
technology], including spreadsheets, and comfort learning new
systems quickly.
- Ability to work independently, take initiative, and follow
through with minimal supervision.
- Discretion in handling confidential personnel, student, and
project information.
Other Duties:
- 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.
Benefits
Click here to learn about American University's unique benefit
options .
Other Details
- Hiring offers for this position are contingent on successful
completion of a background check.
- Employees in staff positions at American University must
deliver their services to the university from either the District
of Columbia, Maryland, or Virginia, or perform work on-site at the
university.
- Please note this job announcement 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.
- American University is an
E-Verify employer.
Current American University Employees
American University current employees must apply through their
employee Workday account. If you are a current employee at American
University, please log into Workday and select the Find Jobs report
which will take you to our internal career listings.
Contact Us
For more information or assistance with the American University
careers site, email
theworkline@american.edu
.
American University is an equal opportunity, affirmative action
institution that operates in compliance with applicable laws and
regulations. The university does not discriminate on the basis of
race, color, national origin, religion, sex (including pregnancy),
age, sexual orientation, disability, marital status, personal
appearance, gender identity and expression, family
responsibilities, political affiliation, source of income, veteran
status, an individual’s genetic information or any other bases
under federal or local laws (collectively "Protected Bases") in its
programs and activities.
