Program Administrator - Harvesting Potential

Kentucky State University•Frankfort, KY

About The Position

The Program Administrator provides administrative and logistical support for the Harvesting Potential Program, a federally funded agricultural education and workforce development initiative at Kentucky State University. This position supports program operations by coordinating logistics, maintaining records, assisting with communications, and ensuring efficient execution of program activities in alignment with university policies and grant requirements. Working under the supervision of the Program Director and Principal Investigator, the Program Administrator plays a key role in supporting participant engagement, program organization, and operational efficiency throughout the project period.

Requirements

Strong organizational and time-management skills with the ability to manage multiple tasks and deadlines simultaneously.
Effective written and verbal communication skills with diverse audiences, including students, parents/guardians, university personnel, and external partners.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) or comparable office software.
Knowledge of administrative and logistical coordination practices, including scheduling, recordkeeping, and event support.
Ability to maintain accurate records and documentation in compliance with university and federal grant requirements.
Strong attention to detail and ability to maintain confidentiality of participant and program information. Ability to work both independently and collaboratively within a team environment.
Basic problem-solving skills and ability to adapt to changing program needs.
Associate’s or Bachelor’s degree in business administration, education, agriculture, or a related field, with one (1) to three (3) years of experience directly related to administrative support, program coordination, or operational support; or an equivalent combination of education and relevant experience.

Responsibilities

Coordinate scheduling of program activities, workshops, field experiences, and meetings.
Assist with participant onboarding, registration, and documentation collection.
Maintain organized program files, attendance records, and activity documentation.
Support preparation and distribution of program materials and supplies
Serve as a point of contact for participants, parents/guardians, student mentors, and partners regarding program logistics.
Assist with program communications including emails, reminders, and informational updates.
Coordinate logistics for guest speakers, site visits, and experiential learning activities.
Maintain accurate records to support program reporting and evaluation requirements.
Assist with data tracking and organization for assessment and grant reporting.
Ensure documentation aligns with university procedures and federal grant expectations.
Assist with purchasing requests, travel coordination, and reimbursement documentation in accordance with university policies.
Support event setup, program check-in processes, and day-to-day operational needs.
Provide administrative support to the Program Director and Principal Investigator as needed.
Other related duties as assigned in support of program operations, participant engagement activities, and grant implementation.