Project Coordinator (KSEF WIN-KY and FAST)

Kentucky Science and Technology Corporation (KSTC); Lexington (KY); Hybrid; USD 62,000 - 68,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Life and disability insurance

401(k) plan

Generous paid time off policy

Generous holiday schedule

Job summary

Kentucky Science and Engineering Foundation (KSEF) seeks a detail-oriented Project Coordinator to support WiN in KY and FAST programs. You will organize work plans, milestones, reporting inputs, events, and partner communications, reporting to the Executive Director of KSEF.

You will work independently and with multi-disciplinary teams, manage records, monitor risks, and assist with invoices and admin tasks while traveling across Kentucky as needed.

Qualifications

• Experience in project coordination or program administration.
• Strong organizational skills and ability to manage concurrent priorities and deadlines.
• Clear professional written and verbal communication.
• Proficiency with Microsoft Office and project-management tools.
• Ability to work independently and collaboratively across multidisciplinary teams.
• Maintain accurate records and assist with report preparation.
• Attention to detail and proactive issue resolution.
• Legally authorized to work in the United States; no visa sponsorship.

Responsibilities

• Maintain current schedules, work plans, deliverable trackers, and action-item logs.
• Monitor milestones and deadlines; escalate delays to program leads.
• Coordinate logistics for meetings, workshops, webinars, and events.
• Prepare meeting notes and routine stakeholder communications.
• Support processing and tracking of invoices and admin records.
• Communicate tactfully with internal staff, clients, and partners while maintaining confidentiality.

Skills

Organizational skills

Communication skills

Stakeholder follow-up

Team collaboration

Tools

Microsoft Office

CRM Software

Data analysis tools

Job description

About KSTC: Since its founding in 1987, the Kentucky Science & Technology Corporation (KSTC) has been a pioneering force in driving science, technology, and innovative economic development throughout Kentucky. We envision a future where KSTC and Kentucky are recognized as national leaders enabling high-performing innovation ecosystems. Our mission is to champion innovation in knowledge, talent, and investment to accelerate the state's economic growth and competitiveness, securing a better future for all Kentuckians.

About KSEF: TheKentucky Science and Engineering Foundation(KSEF) is an initiative of KSTC that invests in people and their ideas to promote innovation, new product development, and commercialization and to advance scientific and economic growth in Kentucky. Our teamis responsible forsupporting local technology innovators and entrepreneurs by lowering the barriers to accessing competitive federal funding for research and tech commercialization. In contrast to equity-holding programs, we focus on accessing non-dilutive capital for the development of high-risk/high-reward innovations.The team has a hybrid work policy with set in-office meetings.

Position Summary: The Project Coordinator supports the implementation of KSEF programs, WiN in KY and FAST. The position organizes work plans, milestones, reporting inputs, events, and partner communications so that assigned activities progress on schedule and in accordance with program requirements. The coordinator works independently on day-to-day follow-through, alerts program leads to emerging risks, and supports accurate records. This position reports to the Executive Director of Kentucky Science and Engineering Foundation (KSEF).

We are seeking a creative, passionate individual with an interest in helping others successfully develop and implement tech innovations for commercialization. Our team needs a person that is highly organized, is comfortable working both independently and on a team, and has strong people skills including diplomacy and tact in handling sensitive client interactions.

If you are a highly organized, skilled, and passionate professional looking to make an impact in our community,

Key Responsibilities:

• Project Coordination:
  • Maintain current schedules, work plans, deliverable trackers, and action-item logs.
  • Monitor milestones and deadlines; follow up with responsible staff and elevate potential delays to program leads.
  • Coordinate logistics, invitations, agendas, materials, and follow-up for meetings, workshops, webinars, and events.
  • Provide additional project coordination support to other KSEF programs when assigned by the Executive Director.

• Reporting:
  • 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 different organizing tools.
  • Support compliance documentation and ensure information is organized for internal review.
• Administration and communication:
  • Prepare meeting notes, action summaries, internal updates, and routine stakeholder communications.
  • Support processing and tracking of invoices, reimbursements, and program-related administrative records.
  • Communicate tactfully with internal staff, clients, and external partners while maintaining confidentiality.

Required Qualifications:

• Experience in project coordination or 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.
• Proven ability to maintain accurate records and assist with report preparation to support decision-making.
• Strong attention to detail and the 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. KSTC does not sponsor employment visas now or in the future for this position.

Preferred Qualifications:

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

Additional Information:

• The above statements describe the general nature and level of work performed by individuals assigned to this job. It is not an exhaustive list of all duties and responsibilities required. Other duties may be assigned as determined by management.
• This position requires occasional travel throughout Kentucky to attend meetings, events, partner visits, and program-related activities. Candidates must possess a valid driver's license and have reliable transportation or the ability to travel as needed.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties and responsibilities.

Compensation:

• In the spirit of pay transparency, we can share that the pay range for this position is$62,000 - $68,000annually, commensurate with experience. Please keep in mind that this range is the base pay only and does not consider other components that make up the total rewards package for the position. If you are hired, your overall compensation will be determined based on factors such as geographic location, skills, education, and/or experience which may result in total compensation outside of this range.

COMPANY OVERVIEW

KSTC is an innovative organization looking to change the way businesses manage human resources and payroll administration. At KSTC, we believe that our employees are our greatest asset. We strive to create an environment that is welcoming, entrepreneurial, inclusive, and rewarding. Join our team today and help us build something meaningful. But first, here’s a little more information about what we do.

BENEFIT PROGRAM

• Featured benefits for full-time team members include:
• Health, dental, and vision insurance
• Life and disability insurance
• Critical illness, accident, and hospital indemnity insurance
• Pet insurance and pet discount program
• 401(k) plan
• Generous paid time off policy
• Generous holiday schedule

Equal Opportunity Employment

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the organizations comply with applicable state and local laws governing nondiscrimination in employment in every location in which it has operations. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, and compensation.