Project Coordinator

Employer Info:

Oregon State University

Oregon State is an international public research university that draws people from all 50 states and more than 100 countries. We go wherever the challenges are, push ourselves to the very edge of what’s known and keep going. We are determined to forge solutions. We are diverse and welcoming. We embrace our responsibility to Oregon and the world, building a future that’s smarter, healthier, more prosperous and more just. We see what could be and have worked relentlessly for 150 years to make it so. 2 campuses, 11 colleges, 12 experiment stations, Extension programs in all 36 counties, 200+ academic programs — COUNTLESS IMPACTS.
Job Name
Project Coordinator
Brief Description
The Project Coordinator position in the Office of the Registrar at Oregon State University is a member of the Projects & Communications Team. This position is responsible for coordinating the administrative tasks associated with ongoing projects completed in the Office of the Registrar. Collaboration, communication, and organization are important aspects of this position for building and maintaining strong partnerships across the institution. Success in this position includes the ability to pivot quickly within an ever changing environment; comfort with ambiguity and flexibility are important.
Job Type
Education Level Required
High School/GED
Location City
Corvallis, OR 97331, United states
Contact Person
Autumn Landis
Contact Email
Contact Phone
How to Apply
For more information about the Project Coordinator position and to apply, visit the Oregon State University jobs website.
Direct Link
Click here for more info
Job Details
The Office of the Registrar is an Oregon State University mission-critical unit. We serve as an innovative partner, providing a clear path for student success. Institutional integrity is ensured through our strict adherence to confidentiality. We provide enrollment and instructional services, maintain academic history, and offer support services to students, staff, and faculty. We are able to provide continual outstanding service because of our commitments to excellence, equity, collaboration and innovation. The Office of the Registrar is dedicated to providing a welcoming and inclusive work environment, in which each individual is treated with dignity and respect and is valued for their contribution to student success at Oregon State University.

Position Duties
70% Project Administrative Support
Leverages existing office project coordination methods and procedures and modifies as necessary to accomplish assignment. Identifies administrative difficulties and determines means of lessening or avoiding them (i.e. scheduling conflicts, conflicting priorities, barriers to timeline).  Identifies resources and administrative steps needed for project completion and completes tasks to keep project well documented.  As guided, updates project-related documents including minimum threshold analyses, project charters, project workplans and timelines, and collaborative project workspaces.
Schedules project related meetings, creates and sends agendas. Responsible for recording decisions made, updates to timeline, and task assignments.  Ensures appropriate workgroup participants, such as Office of the Registrar staff and external stakeholders, are involved in project meetings and/or updates. Helps to keep meeting conversations on track according to agenda and time allotted.  Records meeting minutes and distributes to project workgroup members.
Monitors project status to confirm progress toward completion, follows up diligently with accountable stakeholders to ensure assigned tasks are completed. Troubleshoots barriers to project completion, and reviews project timelines with project lead.  Communicates action items and sends reminders, as necessary, to ensure action items are completed to keep project moving forward. Follows up with supervisor when projects stall to determine next steps.  Provides regular status updates to the Senior Assistant Registrar for Projects and Communications.
As guided by project lead, modifies project plans and coordinates changes with participants in response to unforeseen changes or unexpected developments. Ensures that interested groups and individuals are informed of project progress and changes.  Upon project completion, attends assessment closing meeting to assist in review of project, reviews records to ensure documentation is appropriate and complete, and coordinates assessment protocols with project lead and assessment lead.  Upon notice of project completion, closes project file.

20% Project Planning
In collaboration with Senior Assistant Registrar for Projects and Communications and Office of the Registrar leadership, enters project requests into the minimum threshold template.  Works closely with subject matter experts and/or project leads to record project objectives, timeline, and work plan into the project charter.  Reviews project approvals, project start dates, and completion deadlines to determine prioritization of administrative duties for projects.  Participates in project road map and priorities meetings.

5% Other duties as assigned
On occasion, assists other units within the Office of the Registrar with university programs and activities. Assists with annual commencement related activities and ceremony, as required.

5% Staff Development
Attends regular team and Office meetings. Actively participates in all Office discussions, workshops, and retreats. Participates in university or professional organization staff development activities or conferences.

Minimum Qualifications:
Four years of experience as an executive assistant, administrative analyst, researcher or administrative officer which included administrative duties, provision of technical assistance, or operations review. Two of the required years must have included administration or oversight of an on-going project or program. A Bachelor’s degree in Business Administration, Management, Public Administration or a closely-related field may be substituted for up to two years of the required experience. There is no substitution for the two years of administrative experience. Preference may be given to individuals with experience in a specialty area specific to the position opening.
  • Demonstrated leadership, collaboration, and relationship building in a team environment.
  • Excellent listening, writing, and communicating skills to reach audiences of different technical and occupational backgrounds.
  • Experience in developing and organizing project-related documents with strong attention to detail.
  • Demonstrated skills in working under pressure with stakeholders who have competing priorities.
  • A demonstrated commitment to diversity, equity, and inclusion.
  • This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.
Preferred Qualifications:
  • Ability to adapt to rapidly changing environments where ambiguity and the ability to pivot quickly are commonplace.
  • Demonstrated expertise utilizing Microsoft Office applications: Excel, Word, and Outlook.