Project and Office Coordinator

Job Story

Wichita State University’s Office for Workforce, Professional and Community Education (WPCE) is seeking a highly organized and detail-oriented Office Coordinator to support daily operations and provide essential administrative and project support to program coordinators across the department. This role serves as a central resource, assisting multiple coordinators with project-related tasks such as tracking timelines and deliverables, preparing materials, supporting shared email inboxes, and providing essential phone support to clientele across multiple departments. The Office Coordinator will manage core office functions including the reception area, to ensure a smooth and professional environment. Responsibilities also include preparing and distributing correspondence, reports, and presentations; supporting outreach and promotional efforts; processing and handling invoices; coordinating payments for contracts; and assisting with basic financial tracking to support program operations. The position also helps monitor project progress to keep initiatives on track and resolves routine office issues while collaborating with team members and leadership on more complex needs. This role requires strong organizational, communication, and multitasking skills, along with the ability to manage multiple priorities and work both independently and as part of a team. The ideal candidate is a dependable team player who is proficient in Microsoft Office tools and has experience in office administration, coordination support, or higher education environments. Someone who is recognized for adaptability and a strong service mindset, with the ability to take on evolving responsibilities, follow direction, and support additional job-related duties as needed to meet organizational goals and supervisor expectations. Join WPCE at Wichita State University and contribute to impactful programs that advance workforce development and lifelong learning in the community.

Job Summary

Coordinates and/or facilitates assigned project(s), which may include, but is not limited to, support for project timeline and deliverable tracking, team meeting and training logistics, and materials preparation. Coordinates the office activities of a department including the reception area, business operations, and facilities.

Essential Functions

Coordinates and schedules arrangements for meetings, conferences, and events. Performs clerical duties such as prepares and distributes correspondence, forms, reports, presentation materials and other written communications. Resolves office problems independently and facilitates solutions; confers with supervisor to resolve more complex situations. Coordinates, organizes and supports project promotion to targeted audience. Documents and tracks project progress compared to goals. Coordinates and/or facilitates project tasks as assigned. Monitors project plans, schedules and budgets.

Job Duties

• Provides administrative and operational support to program coordinators, including tracking project timelines and deliverables and preparing materials
• Supports shared departmental email inboxes and responds to phone inquiries from clientele across multiple departments
• Manages front office operations and reception activities to maintain a professional and welcoming environment
• Coordinates logistics for meetings, trainings, conferences, and events
• Prepares and distributes correspondence, reports, and presentation materials
• Assists with outreach and promotional efforts for programs and services
• Processes and tracks invoices and coordinates payments for contracts
• Assists with basic financial tracking to support accurate and timely program operations
• Monitors project progress to help ensure initiatives remain on schedule
• Resolves routine office issues independently and collaborates with team members and leadership to address more complex situations

Required Education and Experience

• 60 hours of college coursework in related field
• Three (3) years of experience in general office, administrative support, project planning or related field

Knowledge, Skills and Abilities

KNOWLEDGE
- Knowledge of office administration practices, including reception, business operations, and customer service standards
- Knowledge of project coordination processes, including tracking timelines, deliverables, and progress
- Knowledge of event and meeting logistics coordination
- Knowledge of basic financial processes, including invoice processing, contract payments, and record tracking
- Knowledge of professional communication formats for correspondence, reports, and presentations
- Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

SKILLS
- Strong organizational and time-management skills to support multiple coordinators and projects simultaneously
- Effective written and verbal communication skills for interacting with internal teams and external clients
- Customer service skills, including managing phone and email inquiries in a professional manner
- Attention to detail in preparing documents, tracking information, and processing financial materials
- Problem-solving skills to independently address routine office and operational issues
- Coordination skills for scheduling meetings, trainings, and events

ABILITIES
- Ability to manage multiple priorities and adapt in a fast-paced, team-oriented environment
- Ability to work independently while supporting a collaborative team structure
- Ability to track and monitor project progress and follow through on assigned tasks
- Ability to maintain confidentiality and handle sensitive information appropriately
- Ability to provide consistent, professional support to multiple program coordinators
- Ability to learn and apply institutional processes, systems, and procedures

Physical Requirements

Ability to remain in a stationary position. Ability to communicate with others and accurately exchange information. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators.