Project Coordinator LTE - 06/30/2028

JOB
Limited Term Opportunity - Grant Funded Through 06/30/2028The Project Coordinator provides day-to-day operational, administrative, and coordination support for a single, federally funded grant awarded by the U.S. Department of Labor. This position is dedicated exclusively to the implementation of the approved grant and serves as the primary coordinator for project activities, schedules, documentation, communication, and reporting.Working under the direction of the Project Manager, the Project Coordinator supports implementation of approved grant activities, tracks progress toward deliverables, maintains required documentation, and facilitates collaboration among internal departments and external partners. This role relieves the Project Manager of routine administrative and coordination responsibilities, allowing the Project Manager to focus on strategic oversight, compliance, and final approvals. All project decisions, approvals, and fiscal authority remain with the Project Manager.This position reports to the Project Manager.

EXAMPLE OF DUTIES
Project Coordination – Department of Labor Grant (45%)Under the direction of the Project Manager, the Project Coordinator leads the day-to-day operational implementation of the approved grant project. Primary responsibilities include: Operational Oversight: Coordinate day-to-day project activities to ensure strict alignment with the approved grant scope, work plan, and federal timelines.Data & Compliance: Partner with internal and external stakeholders to capture, track, analyze, and compile participant data and outcomes required for mandatory federal grant reporting. Coordinate with external consultants, evaluators, and Mathematica to support grant implementation, data retrieval, evaluation activities, and reporting requirements. Serve as the primary liaison between external stakeholders and the Project Manager to ensure clear communication, alignment of services, and adherence to compliance standards. Ensure the accuracy, integrity, and timely submission of all required federal and institutional reports in accordance with grant guidelines.Grant Documentation: Maintain comprehensive project records, including effort reports, progress updates, and technical deliverables, ensuring full compliance with Department of Labor requirements.Performance Tracking: Monitor project milestones; develop status updates and supporting materials to facilitate executive review by the Project Manager.Financial Monitoring: Track expenditures related to the College’s grant allocation and prepare detailed expenditure summaries for Project Manager approval.Cross-Functional Collaboration: Serve as a liaison to internal departments to support the implementation of grant-funded credentials, certifications, and technical systems.Risk Management: Act as the primary point of contact for routine coordination, proactively identifying and escalating risks or decision points to the Project Manager.Project Manager Support (45%)The Project Coordinator provides high-level administrative and logistical support to the Project Manager to ensure seamless communication and stakeholder engagement: Stakeholder Engagement: Organize and facilitate meetings with fiscal leads, partner colleges, and external stakeholders; manage the preparation of agendas and formal documentation of outcomes.Information Management: Manage the project’s Microsoft Teams environment and shared workspaces, ensuring all grant resources are organized, accessible, and current.Curriculum & Marketing Liaison: Facilitate communication between curriculum designers, faculty, and the Marketing department to ensure outreach materials and educational deliverables align with grant objectives.Logistics Coordination: Manage travel arrangements and professional development logistics for faculty and staff supported by grant funding.Event Coordination: Lead the logistical planning for community engagement events involving industry partners and external stakeholders.Participant Support Services: Administer the processes for the disbursement of emergency assistance funds and National Impact Study incentives to eligible grant participants.Additional Responsibilities (10%)Regularly review and optimize processes to eliminate redundancy and enhance overall efficiency.Perform other duties as assignedPlease 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.

SUPPLEMENTAL INFORMATION
DIVISION/LOCATION: School of Manufacturing, Engineering and Information Technology/RacineCOMP GRADE: 26FLSA DESIGNATION: Non-ExemptCONDITIONS OF EMPLOYMENT: Candidates must be legally authorized to work in the United States on a permanent basis. Verification of employment eligibility will be required at the time of hire. Visa sponsorship is not available. Engage in district-wide travel to support students and foster collaboration with Gateway faculty and staff.Employment is contingent upon an acceptable backgroundFlexibility is needed to accommodate day, evening and weekend student & business needs GuideNot ApplicableActivity is not applicable to this occupationOccasionallyOccupation required this activity up to 33% of the time (0 - 2.5+ hrs/day)FrequentlyOccupation required this activity from 33% - 66%% of the time (2.5 - 5.5+ hrs/day)ContinuouslyOccupation required this activity more than 66% of the time (5.5+ hrs/day)Physical DemandsFrequencyLift/CarryFrequencySittingContinuously0 - 10 lbsOccasionallyStandingOccasionally11 - 20 lbsOccasionallyWalkingNot Applicable21 - 50 lbsNot ApplicableReaching OverheadNot Applicable51 - 100 lbsNot ApplicableReaching at or Below Shoulder LevelNot ApplicableOver 100 lbsNot ApplicableKeyboardingContinuouslyStoopingNot ApplicablePush / PullYes / NoCrouchingNot Applicable12 lbs or lessOccasionallyKneelingNot Applicable13 - 25 lbsNot ApplicableCrawlingNot Applicable26 - 40 lbsNot ApplicableClimbing Ramps or StairsNot Applicable41 - 100 lbsNot ApplicableClimbing Ladders, Ropes or ScaffoldingNot ApplicableOver 100 lbsNot ApplicableDrivingNot ApplicableTraveling - overnight stay(s)Not ApplicableHearing RequirementYes / NoCommunicating VerballyFrequentlyOne-on-one (in person)YesFar Visual Acuity: clarity to see 20' or moreNot ApplicableGroup or conference (in person)YesNear Visual Acuity: clarity to see 20" or lessContinuouslyTelephoneYesOther SoundsYesWorking ConditionsFrequencyNoise Intensity LevelFrequencyHumidity: non-weather relatedNot ApplicableQuietOccasionallyExtreme Cold: non-weather relatedNot ApplicableModerateFrequentlyExtreme Hot: non-weather relatedNot ApplicableLoudOccasionallyWorking OutdoorsNot ApplicableVery LoudNot ApplicableWetness: contact with water or other liquidsNot ApplicableWorking ConditionsFrequencyWorking ConditionsFrequencyWorking in Close Proximity to OthersOccasionallyWorking interruptionsFrequentlyOpen Work SpaceContinuouslyStressful situationsOccasionallyWorking in a confined spaceContinuouslyExposure to offensive odorsNot ApplicableExposure to a computer screen ContinuouslyRequired uniform supplied by departmentNot ApplicableGateway will not discriminate against any employee, applicant for employment, student, or applicant for admission based on race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable local, state or federal law. Gateway Technical College is an Equal Opportunity/Access Educator/Employer operating under an Affirmative Action Plan. Reasonable accommodations and auxiliary aids will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process, please contact the Office for Equal Opportunity and Civil Rights at compliance@gtc.edu or 262-564-3062. Women and minorities are encouraged to apply.Your safety while employed at Gateway Technical College is one of our top priorities, so we encourage you to read our Annual Security Report (click the link for the full report). This report is published in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and the Violence Against Women Act. This report includes crime statistics, institutional policies on campus security and safety, alcohol and drug use, crime prevention, the reporting of crimes or incidents, sexual misconduct, and other important matters. Please feel free to email compliance@gtc.edu or call 262-564-3062 to request a hard copy of the report.