Program Coordinator, Lyons Lab

Colby College•Waterville, ME

About The Position

The Program Coordinator for the Lyons Lab is a fixed term 3 year position with extension potential based upon funding, that provides vital administrative, operational, and communications support for a dynamic, creative, and academic environment. This role supports the planning, organization, and implementation of lab programs, events, and student opportunities while ensuring the efficient daily operations of the lab. The Coordinator serves as a primary point of contact for students, faculty, and external collaborators, maintaining records, managing budgets and contracts, and assisting in communications, marketing, and outreach efforts. The successful candidate must be able to perform essential duties satisfactorily, as well as possess education/experience and employ the knowledge, skills, and abilities as listed in a representative fashion. Colby College actively supports the Americans with Disabilities Act and will consider reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. This listing of essential duties is not all-inclusive, but representative; other duties may be assigned.

Requirements

Bachelor’s degree or the equivalent in education and experience in program coordination, event planning, higher education, or a related field.
2-5 years of related work experience preferred
Strong organizational and time management skills; ability to handle multiple priorities and deadlines.
Excellent interpersonal, written, and verbal communication skills - outgoing, approachable, and enthusiastic with the ability to connect effectively with students and colleagues.
High proficiency with Microsoft Office Suite, Google Workspace, and Adobe Creative Suite (InDesign, Illustrator, Photoshop).
Experience with web page maintenance and comfort learning new technologies.
Attention to detail, accuracy, and discretion in handling confidential information.
Ability to work both independently and collaboratively in a fast-paced, creative environment.
Demonstrated initiative, flexibility, and problem-solving skills.

Nice To Haves

Experience in higher education or arts administration.
Design and marketing skills.
Familiarity with project management or database software.
Ability to plan and execute events or programs.

Responsibilities

Collaborate with faculty Lab Directors to coordinate and implement a growing range of dynamic programs that support student work across the arts.
Coordinate and maintain administrative systems, files, and databases for multiple programs and media formats.
Collect, organize, and track student applications, award letters, project reports, and expense reports
Generate and send student acceptance and award notifications on a monthly basis (September - May).
Prepare and process contracts, invoices, and payments for independent contractors and guest artists.
Book and coordinate travel and lodging arrangements for students, mentors, and visiting artists.
Manage mailing lists, calendars, and lab schedules; ensure accurate event listings in campus and community channels.
Track lab budgets, complete expense reports, and reconcile purchases in collaboration with accounting staff.
Support communications and marketing by formatting templates, assisting with digital materials, and updating the Lyons Lab website.
Coordinate logistics for events, workshops, exhibitions, and installations including catering, setup, and documentation.
Hire, train, and supervise student employees and media assistants; monitor hours and project assignments.
Collaborate with academic ITS and arts departments to maintain equipment, technology, and multimedia file storage.
Contribute to annual reporting and record keeping for grants, projects, and lab activities.
Provide responsive, friendly, and professional communication to students, faculty, staff, and the public.
Help maintain and monitor lab studio spaces, storage, and equipment, ensuring spaces are welcoming and functional.
Manage new initiatives for the lab as they arise.
Assist in the promotion and integration of the Lab throughout campus and with external partners.
Serve on campus-wide working groups or committees as assigned.
Occasional nights and weekends are required.