Program Coodinator

The Washington College GIS Program (WCGP) is seeking an experienced Program Coordinator to manage its day-to-day operations. Located in the vibrant GIS lab in Chestertown, MD, the WCGP is renowned for its dedication to advancing geospatial sciences through experiential learning and its extensive undergraduate focus, offering research in areas ranging from environmental analysis to geospatial intelligence. WCGP is currently undergoing a strategic shift towards becoming a paragon in experiential learning and partnership experience in GIS. The Program Coordinator is key to our mission, tasked with the smooth running of office operations, grant and contract management, effective inter-departmental collaboration, and the nurturing of our student interns. This pivotal role offers the rare chance to be a central figure in a program committed not just to academic excellence, but to shaping the geospatial leaders of tomorrow. 

Program Coordinator 

JOB SUMMARY: 

This position is for a GIS Program Coordinator, responsible for coordinating and executing business operations, outreach, and events for the GIS Program. This position requires independent judgment and discretion over the GIS Program operations. WCGP is hosted within the Center for Environment and Society (CES) and this role involves aligning with CES activities and collaborating with CES counterparts for cohesive program execution. Broad authority will be given to support the organization by maintaining office systems and enforcing procedures and policies amongst student interns and staff. Additionally, this position will coordinate GIS Program internships for student workers and manage procedural relationships with internal and external departments, organizations, and/or entities as required to support their success and the overall success of the GIS Program. Primary duties to include: program support combining autonomy and guided directives, management of information requests, essential clerical functions as needed, assisting with grant/contract management and reporting, collaborating with other campus offices in accounting for student work, assisting on the management of technology which includes software & hardware, management of social media & website, and coordinating all office related tasks as requested. Handling of sensitive financial and criminal justice information related to funded grants is also required. 
 
The successful applicant will report to the Washington College GIS Program Director and GIS Program Manager and work directly on site in the GIS lab in Chestertown, Maryland. 

Essential Functions: 

1. Oversees day-to-day business operations of the program with the direction of the GIS Director & GIS Program Manager. 

2. Responsible for the management of the GIS student interns. This preparation and processing of biweekly payroll for student interns and the development of student intern schedules.  

3. Coordinates between the GIS Program and other offices on campus exercising independent judgment and discretion on confidential business matters including business transactions, employee hiring, employee reviews, and disciplinary issues. 

4. Coordinates with the Washington College Office of Information Technologies to troubleshoot server, network, and other related IT issues with hardware or software. 

5. Oversees the completion and processing of travel reimbursements and credit card expenses for GIS staff and student interns; maintains accurate records for employee time and leave; management of all consultants, independent contractors, and organizational expenses including property leases, utilities, contractual cleaning, etc. 

6. Responsible for drafting and delivering invoices to customers and maintaining billing records for each grant and contract. 

7. Oversees the preparation and management of grant account budgets and contractual project account budgets; monitors and administers program and project revenues and expenses; assists in the development of funded proposals for the GIS program.  

8. Oversees the marketing and communication operations of the office, such as creating advertisement materials, social media updates, and campus event and conference coordination.  

9. Responsible for the purchasing of technology and any office materials needed. 

10. Responsible for managing all users list for email lists, data/application servers, etc.  

11. Other program-related tasks as requested.  

Education: 

Bachelor’s degree in Business Administration/Management or Accounting with prior coordination and/or office management experience is required. Relevant work experience may be used to supplement degree in other academic fields. 

Competencies and Experience: 

1. Prior experience in a similar position required.  

2. Ability to coordinate with multiple departments, across a range of academic, personal, and professional backgrounds, to complete tasks.  

3. Excellent organizational and interpersonal skills. 

4. Must be self-directed and able to complete projects with limited supervision. 

5. Experience in managing a small staff is preferred.  

6. Experience handling and prioritizing multiple tasks successfully, meeting all deadlines. 

7. Proven ability in managing expenses and optimized spending. 

8. Proficient in Microsoft Office suite, record-keeping software, and graphic design tools, such as Adobe and Canva.  

9. Experience in video conferencing and database management. 

10. Experience in website management and social media. 

11. Accounting management software experience preferred. 

12. Understanding of GIS a plus.  

13. Ability to pass a Maryland and FBI criminal records background check within 30 days of employment.