Part-Time Project Coordinator, CARAT

The Pennsylvania State University•University Park, FL

8d•Onsite

About The Position

The Department of Plant Science in Penn State’s College of Agricultural Sciences seeks an hourly Project Coordinator for CARAT (Creating Advanced Revenue for Agriculture Transformation in Dairy), a USDA-funded project supporting advances in markets for dairy producers. The position is based at University Park, Pennsylvania, and reports directly to the Project Director, Armen R. Kemanian. The role helps keep the project running and ensures that project funds and activities are documented and reported to the federal government. The Project Coordinator coordinates internal project meetings and follows up on decisions and action items. The role tracks funds committed and paid to producers, maintains the USDA-provided reporting spreadsheet, reconciles producer payment records with university financial data, prepares USDA reporting packages, and keeps audit-ready files. Information is shared through Penn State internal systems to preserve confidentiality and documentation. The coordinator is also a point of contact for project partners CDE and PDMP and other third parties working with CARAT, and performs other project-related duties as assigned. The position is hourly, paid for hours worked, and anticipated to require no more than 20 hours per week. The schedule is flexible, with specifics set by the Project Director, and must accommodate occasional travel within Pennsylvania and project meeting and reporting cycles.

Requirements

Master's degree in Agriculture, or an equivalent combination of education and experience.
Experience in agricultural projects and grants.
Strong skills in Excel or comparable spreadsheet tools and GIS tools.
Attention to detail and a habit of checking numbers twice.
Clear written and verbal communication skills.
Ability to work independently, manage time, and meet deadlines within a 20-hour weekly cap.
Valid driver’s license and successful completion of a motor vehicle records check, as the position requires operating a motor vehicle.

Nice To Haves

Experience with federal grant reporting or USDA programs.
Familiarity with university financial and grants systems.
Background in agriculture, dairy, or rural economic development.

Responsibilities

Coordinate internal project meetings, including agendas, materials, decision and action item records, and follow-up until items are closed.
Keep the Project Director and team aligned on deadlines, deliverables, and open issues.
Track funds committed and paid to producers throughout the award period.
Maintain the USDA-provided reporting spreadsheet, ensuring entries are current, complete, and consistent with source records.
Reconcile producer payment records with university financial data and flag discrepancies early.
Prepare reporting packages for USDA deadlines and support the Project Director in reviewing and submitting them.
Maintain organized files ready for audit and share information through Penn State internal systems to ensure confidentiality and strict documentation.
Serve as a point of contact for project partners CDE and PDMP and third parties working with CARAT.
Perform other project-related duties as assigned.
Adapt the work schedule to occasional trips within Pennsylvania and project meeting and reporting cycles.