Projects and Operations Coordinator

POSITIONS PURPOSE

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, this position coordinates timelines, organizes project information, tracks next steps, and provides administrative support for the division.

The coordinator works closely with division leaders, staff, student employees, campus partners, and external vendors to keep work organized and moving. Projects may include recruitment initiatives, marketing and communications campaigns, university events, publications, website updates, and division planning.

This position is suited for someone who enjoys organizing details, communicating with people, and following through. The coordinator will receive direction on priorities and project scope while developing the judgment to handle routine coordination independently and recognize when a decision needs leadership attention.

JOB DUTIES & ESSENTIAL POSITION FUNCTIONS

Project coordination

• Translate approved projects into clear task lists, schedules, milestones, and next steps.
• Maintain the division’s shared project tracker and calendar, keeping assignments, deadlines, and status information current.
• Coordinate project intake by gathering the purpose, audience, requested deliverables, deadlines, and other information needed for review and assignment.
• Follow up with assigned contributors, confirm progress, and identify missing information or decisions that could delay completion.
• Coordinate the collection and routing of copy, images, feedback, and other materials needed for creative and communications projects.
• Organize review and approval steps, documenting decisions and helping contributors work from the current version of materials.
• Prepare concise project updates for the vice president and division leaders.
• Flag competing deadlines, changes in scope, and capacity concerns so leaders can determine priorities.
• 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. Division operations and administrative support
• 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.

Collaboration and process improvement

• 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 useful 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.

REQUIRED KNOWLEDGE, ABILITIES & PRINCIPLES

• 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 gained through 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 the Concordia University Texas’ mission, vision, and values
• Commitment to encouraging and supporting diversity, inclusion, and equity as a key component of becoming the premier university where the adventure of faith, learning, and life-changing experiences leads to meaningful work
• All CTX positions require mission-driven individuals who have a heart for the Gospel and are committed to the Concordia Distinctive, our faith-based mission of empowering students from all backgrounds to lead lives of critical thought, compassionate action, and courageous leadership.

PREFERRED KNOWLEDGE & ABILITIES

• 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

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to occasionally lift, pull, or push up to 30lbs.
• Occasional evening and weekend work may be required to support university events, projects, and other division needs.

COMMITMENT TO THE CONCORDIA UNIVERSITY TEXAS MISSION

Concordia University Texas (CTX) is an Equal Employment Opportunity employer. CTX seeks candidates who demonstrate both professional excellence and strong personal faith in Christ, while strengthening our campus culture of diversity, equity, and inclusion. To the extent allowed by law, we reserve the right to give preference in employment based upon religion. As an institution rooted in the Lutheran tradition and aligned with the Lutheran Church-Missouri Synod, CTX does not discriminate on the basis of gender, race, color, age, national origin, disability, genetic information, military or veteran status, or any other basis protected by law.

The preceding job description outlines the general nature and key duties of this role. It may not list every duty, responsibility, or qualification needed. Please ensure you meet all necessary qualifications and are capable of performing all job functions, with or without reasonable accommodations.