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Position Information

Posting Number 20113113

Position Title Program Coordinator

FTE 1.0

Position Type Staff

Department College of Engineering Dept

Position Summary Information

Job Summary/Basic Function

About This Role:

The Program Coordinator serves as a central administrative and operational leader within the College of Engineering, reporting directly to the Director of Operations. This position provides comprehensive support to the Dean, Associate Deans, Directors, Business Manager, and enrollment leadership, ensuring the smooth execution of academic, operational, and financial functions. The Program Coordinator manages daily office operations, fiscal processes, data systems, and student-centered programming—while aligning college-wide administrative practices with university standards. This role is instrumental in enhancing the efficiency, consistency, and impact of the college’s internal systems, external engagements, and strategic initiatives that support student success, retention, recruitment, and industry collaboration.

What You’ll Do – Position Responsibilities:

+ Administrative and Operational Support:

+ Provide direct administrative support to the Director of Operations, Director of Industry Relations and Cooperative Programming, and Associate Directors.

+ Serve as the primary liaison for the College with Human Resources, Facilities, Procurement, and other operational university departments.

+ Manage the college’s primary calendar, coordinating all reservations and events across buildings, rooms, and conference spaces.

+ Maintain records of employee attendance and distribute vacation/sick leave reports for staff reporting to supervisors, track absences on shared attendance calendars.

+ Coordinate special projects, support accreditation efforts, and provide assistance with reporting needs.

+ Advise and support departmental administrative assistants and/or coordinators (up to five), ensuring consistency in policies, procedures, and operations across department.

+ Foster collaboration among departments to align operations with college and university-wide initiatives.

+ Prepare and process Personnel Action Requests (EPAFs), hire packets, and requests for account access.

+ Initiate and process university-level appointments (e.g., EPI , temp assignments) and coordinate access requests for new hires.

+ Coordinate annual staff evaluations, gather documentation, and maintain records for administrative employees.

+ Lead and contribute to the development and refinement of internal systems and practices that promote efficiency, compliance, and effectiveness.

+ Develop and implement systems to maintain accurate records on employees, inventory, and compliance-related activities.

+ Ensure adherence to university and college policies and procedures.

+ Coordinate building access, IT onboarding/offboarding, and space management for college personnel.

+ Oversee the office phone queue, call center, and campaign delivery, ensuring effective and efficient communication within the College.

+ Serve as the welcoming face of the Lamar University College of Engineering Dean’s Office and Keating Center, assisting industry, employees, students and their families in navigating the College.

+ Financial and Purchasing Responsibilities:

+ Manage daily financial activity and maintain accurate records of monthly expenditures and reconciliations.

+ Oversee cash-related receipts, accounts receivable, and revenue collections, ensuring timely billing, payments, and deposits.

+ Prepare, verify, and process requisitions, travel authorizations, reimbursements, and purchases in alignment with university policies.

+ Evaluate and/or negotiate contracts for the purchase of goods and services in compliance with university purchasing protocols.

+ Maintain inventory and compliance-related records for assets and expenditures.

+ Monitor and track expenditures to ensure fiscal responsibility and proper allocation of resources.

+ Prepare, verify, and collect all industry gifts and payments

+ Student and Program Support:

+ Manage and maintain college-wide student organizations’ records, purchases, and account transfers.

+ Coordinate with departments to ensure accurate reporting of student group activities and budget use.

+ Provide support for scholarship tracking, reporting, and coordination of student scholarship awards.

+ Maintain student records for special programs and support services.

+ Maintain accurate student organization rosters, manage transfer of funds, and coordinate approvals for events and travel.

+ Assist in the coordination and oversight of on-campus programs, events, and visits, facilitate industry collaborations, and support the administration of the Industrial Partnership Program. Play a role in enhancing online engagement through virtual campus tours and chatbot platforms, and contribute to the development of visit strategies, communication plans, and recruitment initiatives in collaboration with enrollment leadership.

+ Participate in the design of programs to facilitate the transition of first-year engineering students and engage with student engineering organizations.

+ Collaborate to address student needs, develop support programs, and improve student retention.

+ Event and Communication Coordination:

+ Coordinate events for the college, including scheduling, purchasing, invitations, and payment processing.

+ Draft and distribute college-wide communication, announcements, and procedural guidance.

+ Maintain documentation, timelines, and task tracking for college-wide initiatives and projects.

+ Data, Systems, and Reporting

+ Assist the Director and Associate Directors in generating essential academic reports and managing daily operations, systems, reporting, and data analysis.

+ Facilitate seamless execution of critical processes, promoting informed decision-making and continuous improvement efforts in support of student success, enrollment, yield, retention, and career readiness.

+ Maintain and track data related to student engagement, scholarships, special populations, and program participation.

+ Use platforms such as Banner, Tableau, Slate, Navigate, Argos, and other university systems to gather and report data.

+ Update and maintain internal forms, spreadsheets, logs, and shared data documents.

+ Other Duties:

+ Serve as the college contact for general inquiries and escalate matters appropriately.

+ Support compliance and safety initiatives by maintaining proper documentation and logs. Perform additional duties as assigned in support of the college’s mission.

Key Competencies: (KSAs – Knowledge Skills and Abilities)

+ Proficient in delivering high standards of customer service with a strong commitment to professionalism, courtesy, and efficiency when meeting the needs of clients, colleagues, industry leaders, representatives, faculty, staff, and students.

+ Effective time management skills are imperative to maintain schedules and file confidential paperwork.

+ Strong leadership skills, inspiring, guiding, and collaborating effectively with teams and individuals, coupled with project management expertise, exceptional attention to detail, and the ability to multitask effectively, even in high-pressure situations.

+ Proficiency in advanced technical and computer skills to support administrative functions, including but not limited to the MS Office Suite, with a strong focus on PowerPoint, Excel, and database management. Familiarity with electronic calendar management and various videoconferencing applications like Outlook, Zoom, MS Teams, MS Office, etc.

+ Displaying diplomacy, maintaining a professional appearance and demeanor, and consistently demonstrating excellent attendance.

+ Excellent written and verbal communication skills, including strong editing and proofreading capabilities. Adept at interacting with staff at all organizational levels.

+ Proficiency in establishing and managing recordkeeping systems, budget preparation, fiscal management, and financial data analysis, including the preparation of reports, statements, and projections.

Physical Requirements:

+ Lifting and Carrying: The ability to lift and move reams/boxes of paper, tables, decorations, and other supplies, weighing up to 50lbs, as necessary for job tasks.

+ Event Setup and Teardown: Must be capable of setting up and tearing down equipment and materials for events, which may involve bending, lifting, and carrying.

+ Extended Periods on Feet: This position may require long hours spent standing during events. Candidates should be able to stand, walk, and perform job duties for extended periods. · Walking Campus: Ability to walk around the campus, including participating in visits and camps, which may involve traversing various terrains and buildings.

+ Proven ability to work effectively both as an independent contributor and as a collaborative team member.

+ Proficiency in advising and counseling, including the ability to offer guidance and support when necessary.

+ High-level discretion and a strong commitment to maintaining confidentiality in handling sensitive information.

Job Conditions: 8 am – 5 pm Monday – Friday, some early mornings, some evenings, some weekends. This is an on-campus position. This position requires participation and possibly attendance at all College of Engineering events.

Who We Are:

Home to more than 17,000 students, Lamar University is among the fastest growing Texas colleges and universities. LU is a member of The Texas State University System, which is the first higher education system of Texas and maintains the lowest average tuition and fees of any university system in Texas. With more than 120-degree options and a community that cares, Lamar students are always proud to be Cardinals. Lamar University strives to educate leaders, demonstrate excellence in student learning and career readiness, and pursue research with relevance.

Lamar University is committed to fostering an environment of teamwork where all students, faculty, and staff can learn, work, and become a part of our community.

Benefits:

+ Health, dental & vision insurance

+ Life insurance

+ State of Texas Retirement plans

+ Tuition covered at 100% for employees, spouses and/or eligible dependents.

+ Paid time off – vacation, sick, and holidays.

To see more information about the available benefits, please visit: Benefits – Lamar University (https://www.lamar.edu/faculty-staff/human-resources/hr-services/benefits/index.html)

Minimum Qualifications

+ Bachelor’s degree in field of choice from regionally accredited institution. In lieu of degree, 4 years of equivalent work experience.

EEO Statement

Lamar University is An Equal Opportunity Employer

Veteran's Preference Statement

Lamar University is proud to provide employment preference to veteran applicants in accordance with Texas 805 Government Code, Section 657.003.

Preferred Qualifications

+ Prior experience in a college operations environment, demonstrating a familiarity with the details and demands of student outreach, admissions, and services.

+ Proficiency and experience in utilizing a range of technologies, which may encompass, but are not limited to, systems like Banner, MyScholarships, various social media platforms, event design platforms, purchasing systems, event reservation platforms, Customer Relationship Management ( CRM ) systems/Slate, etc.

Security Sensitive Statement

This position is security-sensitive and thereby subject to the provisions of the Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information.

Salary $37,330 - $48,529

Work Hours

Application Information

Posting Date 05/09/2025

Close Date 08/11/2025

Open Until Filled No

Special Instructions