Projects and Operations Coordinator

Concordia University Texas•Austin, TX

About The Position

The Projects and Operations Coordinator helps move projects from assignment to completion across Enrollment Management, Marketing, and Communications at Concordia University Texas. Reporting directly to the vice president, the coordinator organizes timelines and project information, tracks next steps, and provides administrative support for the division. The role works with division leaders, staff, student employees, campus partners, and external vendors on projects such as recruitment initiatives, marketing and communications campaigns, university events, publications, website updates, and division planning. The position receives direction on priorities and project scope, while developing the judgment to manage routine coordination independently and identify when leadership input is needed. It also supports division operations, meeting and event logistics, purchasing and expense processes, records management, and collaboration across university departments. The coordinator is expected to handle sensitive information with discretion and support Concordia University Texas’s faith-based mission, values, and commitment to diversity, inclusion, and equity.

Requirements

An associate degree with relevant experience, a bachelor’s degree, or an equivalent combination of education and experience.
Demonstrated experience organizing projects, events, schedules, or administrative work; experience from internships, student employment, campus leadership, volunteer service, or professional employment will be considered.
Strong organizational skills and consistent attention to detail.
Clear, professional written and verbal communication.
Ability to track multiple assignments, follow up respectfully, and communicate when deadlines are at risk.
Ability to work independently on defined tasks and seek guidance when priorities or expectations are unclear.
Comfort using Microsoft 365 or comparable tools, including spreadsheets, calendars, shared documents, and presentations.
Sound judgment, discretion, and a service-oriented approach to working with others.
Willingness to support the mission and values of Concordia University Texas.
Ability to articulate and model Concordia University Texas’s mission, vision, and values.
Commitment to encouraging and supporting diversity, inclusion, and equity.
Heart for the Gospel and commitment to Concordia’s faith-based mission of empowering students from all backgrounds to lead lives of critical thought, compassionate action, and courageous leadership.
Ability to perform all job functions, with or without reasonable accommodations.
Ability to occasionally lift, pull, or push up to 30 pounds.

Nice To Haves

One to two years of relevant experience in project coordination, administrative support, marketing operations, enrollment, communications, or event support.
Familiarity with a project management or task-tracking platform.
Experience working with creative teams, vendors, or multiple departments.
Experience supporting purchasing, invoices, expense reporting, or basic budget records.
Experience in higher education or another organization serving multiple audiences.

Responsibilities

Translate approved projects into task lists, schedules, milestones, and next steps.
Maintain the division’s shared project tracker and calendar, including assignments, deadlines, and status information.
Coordinate project intake by gathering the purpose, audience, deliverables, deadlines, and other information needed for review and assignment.
Follow up with contributors, confirm progress, and identify missing information or decisions that could delay completion.
Coordinate collection and routing of copy, images, feedback, and other materials for creative and communications projects.
Organize review and approval steps, document decisions, and help contributors use current versions of materials.
Prepare concise project updates for the vice president and division leaders.
Flag competing deadlines, scope changes, and capacity concerns for leadership attention.
Support event planning through schedules, registration tracking, materials coordination, vendor communication, and other assigned logistics.
Document completed projects and identify practical improvements for future work.
Provide administrative support to the vice president, including scheduling meetings, preparing materials, organizing records, and coordinating follow-up.
Prepare agendas, capture decisions and action items, and distribute meeting notes.
Assist with purchasing requests, invoice routing, expense documentation, and routine budget tracking using established university processes.
Coordinate travel arrangements, meeting logistics, supplies, and other operational needs as assigned.
Maintain organized shared files, project records, contact lists, and process documentation.
Help coordinate student employee schedules and assigned project tasks under the direction of their supervisors.
Respond to routine inquiries and connect colleagues or campus partners with the appropriate division contact.
Handle sensitive information with discretion and follow university requirements for access, storage, and sharing.
Build productive working relationships across Admissions, Marketing, Communications, and other university departments.
Establish clear expectations for routine requests, handoffs, and project updates.
Develop and maintain templates, checklists, and workflow documentation.
Identify recurring obstacles and recommend practical changes to improve coordination.
Learn and use the division’s project management, collaboration, and administrative tools.
Perform other related duties consistent with the position’s scope and level.