Project Coordinator - Internal Recruitment

Mississippi State University; Meridian, Northern (MS, KY); Hybrid; USD 42,000 - 66,000; Full time

Job summary

Mississippi State University is seeking a Project Coordinator to provide administrative, operational, and strategic support for the School of Health Professions. You will coordinate cross‑functional projects, assist with accreditation and donor relations, and manage communications and policy processes.

The role involves working with the Dean, Associate Deans, department heads, faculty, and external partners to advance strategic priorities and ensure timely execution of key initiatives.

Qualifications

• Bachelor’s degree in a related discipline; entry to senior levels depend on experience.
• Senior levels require more years of experience per the posted levels (I-IV).
• Experience with grants, compliance, accreditation, or donor development is preferred.
• Higher education or nonprofit administration experience is desirable.

Responsibilities

• Coordinate administrative support for the Dean's Office and School leadership.
• Prepare agendas, materials, minutes, and follow-up actions for committees and meetings.
• Track and manage School-wide projects, ensuring timely deliverables and reporting.
• Support grants, contracts, and sponsored projects development and monitoring.
• Coordinate with research administration and compliance offices to ensure policy adherence.
• Maintain records for proposals, awards, reporting deadlines, budgets, and outcomes.
• Monitor accreditation-related requirements and maintain calendars and evidence files.
• Assist with annual reports, self-studies, and strategic planning documentation.
• Coordinate internal and external communications, newsletters, and promotional materials.
• Develop and disseminate School policies, procedures, and operational guidelines.
• Support donor engagement, stewardship, and fundraising activities.

Skills

Project management

Attention to detail

Communication

Data collection

Discretion

Education

Bachelor’s degree in related discipline

Master’s Degree in related field

Job description

Position Function:

The Project Coordinator provides administrative, operational, and strategic support for the School of Health Professions. This position is responsible for coordinating projects and initiatives across multiple functional areas, including sponsored projects administration, compliance monitoring, accreditation support, communications, policy management, donor relations, external partnerships, and special events. The Project Coordinator works closely with the Dean, Associate Deans, Department Heads, program directors, faculty, staff, university offices, community partners, and external stakeholders to advance the School's strategic priorities and ensure the efficient execution of key initiatives.

Salary Grade

13

Please see Staff Compensation Structure or Skilled Crafts and Service Maintenance Compensation Schedule for salary ranges. For salary grade UC, these positions are "Unclassified" and salary ranges are determined by the hiring department.

Essential Duties and Responsibilities:

• Provide backup administrative support for the Dean's Office and School leadership, including coordinating schedules, meetings, correspondence, reports, and special projects.
• Assist with the preparation and management of agendas, meeting materials, minutes, and follow-up actions for committees, advisory boards, and leadership meetings.
• Coordinate and track School-wide projects, ensuring timely completion of objectives, deliverables, and reporting requirements.
• Support faculty and administrators in the development, submission, implementation, and monitoring of grants, contracts, and sponsored projects.
• Coordinate with university research administration and compliance offices to ensure adherence to policies, procedures, and sponsor requirements.
• Maintain records and tracking systems related to proposals, awards, reporting deadlines, budgets, and project outcomes.
• Monitor compliance with university, state, federal, and accreditation-related requirements applicable to School operations and academic programs.
• Assist in developing and maintaining documentation, processes, and reporting systems that support regulatory and institutional compliance.
• Coordinate compliance reviews, data collection efforts, audits, and corrective action plans as needed.
• Assist the Associate Dean for Accreditation & Assessment and academic programs with accreditation activities, including documentation management, data collection, report preparation, site visit coordination, and continuous quality improvement efforts.
• Maintain accreditation calendars, timelines, evidence files, and records supporting programmatic and institutional accreditation requirements.
• Support preparation of annual reports, self-studies, strategic planning documents, and assessment activities.
• Coordinate internal and external communications on behalf of the School, including newsletters, announcements, website content, reports, and promotional materials.
• Assist with the development and dissemination of communications highlighting faculty achievements, student success, research activity, community engagement, and special initiatives.
• Collaborate with university communications and marketing personnel to ensure consistent branding and messaging.
• Coordinate the development, review, revision, approval, dissemination, and archival of School policies, procedures, and operational guidelines.
• Maintain policy repositories and ensure policies remain current with institutional, accreditation, and regulatory requirements.
• Track policy review schedules and facilitate stakeholder input throughout the policy development process.
• Support donor stewardship, fundraising initiatives, and advancement activities in collaboration with university development personnel.
• Assist with preparation of donor communications, impact reports, recognition activities, and cultivation events.
• Maintain records and coordinate activities related to donor engagement, scholarships, and philanthropic initiatives benefiting the School.
• Coordinate School-sponsored events, including recruitment activities, alumni gatherings, donor events, recognition ceremonies, advisory board meetings, conferences, workshops, and community outreach initiatives.
• Manage event logistics, budgeting, registrations, communications, facilities coordination, and post-event assessment.
• Provide project management support for strategic initiatives and special projects assigned by School leadership.
• Assist in developing and maintaining relationships with healthcare organizations, clinical partners, alumni, professional associations, government agencies, and community stakeholders.
• Coordinate external engagement activities that support the School's educational, research, service, workforce development, and community impact goals.
• Represent the School at meetings, events, and outreach activities as assigned.
• Prepare reports, presentations, data summaries, and briefing materials for School leadership.
• Maintain confidential records and information in accordance with university policies.
• Perform other duties and special projects as assigned.

Supervisory Responsibility

May supervise the work of others.

The above essential duties and responsibilities are representative of major duties in this position. Specific duties and responsibilities may vary based upon departmental needs. Other duties may be assigned to the above consistent with the knowledge, skills and abilities required for the job. Not all of the duties may be assigned to a position.

Minimum Qualifications:

Minimum Required Education and Experience

• Level I Bachelor’s degree in a related discipline. No experience required.
• Level II Bachelor’s degree in a related discipline plus 2 years of experience. For promotions, must meet degree requirement and experience must include at least two years at the preceding level.
• Level III Bachelor’s degree in a related discipline plus 4 years of experience. For promotions, must meet degree requirement and experience must include at least two years at the preceding level.
• Senior Bachelor’s degree in a related discipline plus 6 years of experience. For promotions, must meet degree requirement and experience must include at least two years at the preceding level.

Preferred Qualifications:

• Preferred Qualifications
• Master’s Degree in a related field
• Experience in higher education, academic health professions, healthcare organizations, or nonprofit administration.
• Experience supporting grants, compliance activities, accreditation processes, or donor development initiatives.
• Familiarity with university policies, accreditation standards, and sponsored project administration.
• Experience planning and coordinating events and stakeholder engagement activities.
• Substitution for Education: None.
• Substitution for Experience: None.

Knowledge, Skills, and Abilities:

• Ability to manage complex projects across multiple functional areas.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently and collaboratively in a team environment.
• Strong interpersonal and relationship-building skills.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency in data collection, reporting, and process improvement.
• Commitment to supporting the mission and strategic goals of the School of Health Professions.

Working Conditions and Physical Effort

• 1. No unusual physical requirements.
• 2. Requires no heavy lifting, and nearly all work is performed in a comfortable indoor facility.
• 3. Frequent - Externally imposed deadlines; set and revised beyond one’s control; interruptions influence priorities; difficult to anticipate nature or volume of work with certainty beyond a few days; irregular hours may be anticipated; meeting of deadlines and coordination of unrelated activities are key to position.
• 4. Job frequently requires walking, sitting, reaching, talking, hearing, handling objects with hands.
• 5. Job requires standing, stooping/kneeling/crouching/crawling, and lifting up to 10 pounds.
• 6. Vision requirements: Ability to see information in print and/or electronically.
• 7. Hearing requirements: Heavy telephone contact requires ability to hear and respond to telephone conversations.

Equal Employment Opportunity Statement:

Mississippi State University is an equal opportunity institution. Discrimination is prohibited in university employment, programs or activities based on race, color, ethnicity, sex, pregnancy, religion, national origin, disability, age, sexual orientation, genetic information, status as a U.S. veteran, or any other status to the extent protected by applicable law. Questions about equal opportunity programs or compliance should be directed to the Office of Civil Rights Compliance, 231 Famous Maroon Band Street, P.O. 6044, Mississippi State, MS 39762, [phone].

What do I do if I need an accommodation?

In compliance with the ADA Amendments Act (ADA), if you have a disability and wouldlike to request an accommodation in order to apply for a position with Mississippi StateUniversity, please contact the Department of Human Resources Management at tel: [phone] or [e-mail].

If you have any questions regarding this policy, contact the Department of Human ResourcesManagement at [phone] or [e-mail]. Upon request, sections of thisjob listing are available in large print, and readers are available to assist the visually impaired.