Project Coordinator (KSEF WIN-KY and FAST)

KSTC•Lexington, KY

3d•Hybrid

About The Position

The Project Coordinator supports the implementation of the Kentucky Science and Engineering Foundation (KSEF) programs WiN in KY and FAST. The role organizes work plans, milestones, reporting inputs, events, and partner communications to keep assigned activities on schedule and aligned with program requirements. The coordinator manages day-to-day follow-through independently, alerts program leads to emerging risks, and supports accurate recordkeeping. The position reports to the Executive Director of KSEF and may provide coordination support to other KSEF programs as assigned. The role requires strong organization, professional communication, collaboration, and tact when handling sensitive client interactions. Occasional travel throughout Kentucky is required for meetings, events, partner visits, and program-related activities. Candidates must have a valid driver's license and reliable transportation or otherwise be able to travel as needed. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties and responsibilities.

Requirements

Experience in project coordination, program administration, or related work.
Strong organizational skills and ability to manage concurrent priorities and deadlines.
Clear professional written and verbal communication and effective stakeholder follow-up.
Proficiency with Microsoft Office and project-management tools and software.
Ability to work independently and collaboratively across multidisciplinary teams.
Ability to maintain accurate records and assist with report preparation to support decision-making.
Strong attention to detail and ability to proactively identify and resolve project-related issues.
Must be legally authorized to work in the United States at the time of hire and throughout employment; employment visa sponsorship is not available.
Must possess a valid driver's license and reliable transportation or have the ability to travel as needed.

Nice To Haves

Three years of experience in project coordination or management.
Familiarity with managing databases and CRM software for tracking client interactions and metrics.
Experience using data analysis tools.
Experience writing reports.

Responsibilities

Maintain current schedules, work plans, deliverable trackers, and action-item logs.
Monitor milestones and deadlines, follow up with responsible staff, and escalate potential delays to program leads.
Coordinate logistics, invitations, agendas, materials, and follow-up for meetings, workshops, webinars, and events.
Provide project coordination support to other KSEF programs when assigned by the Executive Director.
Collect and organize program performance data and supporting documentation for reports to funders and partners.
Maintain accurate records of outreach, events, consultations, and other assigned activity measures in organizing tools.
Support compliance documentation and organize information for internal review.
Prepare meeting notes, action summaries, internal updates, and routine stakeholder communications.
Support processing and tracking invoices, reimbursements, and program-related administrative records.
Communicate tactfully with internal staff, clients, and external partners while maintaining confidentiality.