Project Coordinator - Division for Land-Grant Engagement

The Division for Land-Grant Engagement at West Virginia University is currently accepting applications for a Project Coordinator.

About the Opportunity

Based in Morgantown, WV, as part of the Extension Operations Support Team, this position serves as the primary coordinator for the specialized administrative systems that facilitate Extension programming and outreach. The role is responsible for the full lifecycle of program materials, including forecasting inventory needs, managing an e-commerce storefront, and ensuring all resources meet branding and ADA accessibility standards. Additionally, the position oversees the peer-reviewed publication workflow, provides technical and administrative support for grant applications and outcome reporting, and designs comprehensive evaluation systems to measure program impact. With a focus on process improvement and logistical precision, the role also manages event registration platforms and provides on-site support to ensure seamless program delivery, while serving as a backup to other team members to maintain organizational continuity.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

PROGRAM MATERIAL ORDERING

• Maintain, and continually improve a comprehensive internal ordering systems that supports all Extension program areas-including ANR, FCD, and 4-HYD. This includes identifying required materials (e.g., Beef Assurance resources, Master Gardener materials, 4-H resources), coordinating with program leads to forecast annual needs, implementing efficient workflows for ordering and replenishment, and ensuring accuracy and compliance in all procurement activities.
• Collaborate closely with the Communications Department to design, update, and produce high quality consumables like certificates, giveaways, shirts, etc... for participant engagement and recognition across multiple programs. Ensure that branding guidelines, accessibility requirements, and program specific standards are consistently applied.
• Oversee all aspects of the Extension's ECommerce storefront, including item setup, pricing updates, inventory synchronization, order processing, and customer service inquiries. Monitor transactions, troubleshoot issues, and collaborate with IT and finance to ensure smooth, secure, and userfriendly customer experiences. Coordinates, receive orders, document, and distribute resources in a timely manner via organized pick-ups, shipping or other forms of delivery. Establish timelines and guidelines regarding resources to ensure an adequate supply to fulfill annual obligations. Provide regularly scheduled inventory updates as requested by faculty and staff.
• Evaluates and assesses resource and material needs and recommends changes to supervisor. Plans and develops methods and procedures for implementing appropriate ordering, inventory, and distribution. Assists in establishing program goals and assessment tools related to resource and materials needs
• Serve as the central point of contact for incoming orders and inventory distribution. Track and document all incoming requests, package and prepare materials for pick-up or shipment, and manage logistics for office deliveries and remote locations. Develop and implement guidelines and timelines to maintain adequate inventory levels and ensure timely distribution throughout the year. Provide scheduled inventory updates to faculty, staff, and leadership as needed.
• Conduct ongoing analyses of resource usage, forecasting needs based on historical data and program growth. Recommend system improvements or procedural updates to increase efficiency and accuracy. Collaborate with leadership to develop program goals, assessment tools, and standardized methods for ordering, inventory control, and distribution.

INTERNAL PEER-REVIEWED PUBLICATIONS

• Serve as the primary administrative coordinator for Extension's peer reviewed publication workflow. Manage timelines, track manuscript progress, communicate with faculty and reviewers, and maintain documentation to ensure the integrity, accuracy, and professionalism of the publication process.
• Design and maintain an organized submission system that allows faculty to easily upload drafts for review. Ensure the system accommodates multiple file formats, maintains version history, and provides prompts or checklists to improve submission quality.
• Conduct thorough preliminary reviews of submitted manuscripts, checking for formatting consistency, grammatical accuracy, clarity, completeness, and adherence to publication standards. Provide authors with feedback for pre review adjustments when needed.
• Partner with faculty members to identify appropriate subject matter experts for internal and/or external review for each publication. Maintain an updated database of reviewers, subject areas, and review history to ensure impartiality and expertise.
• Oversee all stages of the review cycle-sending manuscripts to reviewers, tracking deadlines, collecting feedback, facilitating revisions, and communicating progress to authors. Ensure that all steps follow established guidelines and are completed in a timely manner.
• Verify that all final versions meet Extension standards for publication, accessibility, branding, and online compatibility. Coordinate with Communications or web administrators to ensure successful posting and distribution.
• Ensure all publication materials comply with ADA accessibility standards, including alternative text, appropriate formatting, required tagging, and accessible document structures.

OUTCOME REPORTING AND EVALUATION

• Provide administrative and technical support to Outcome Teams by preparing and distributing reports internally and externally. Ensure accuracy, version control, and proper formatting, and coordinate with Communications for broader dissemination as needed.
• Create and manage organized digital filing systems to store reports, meeting notes, data summaries, and project documentation for each team. Ensure information is easily retrievable and consistently maintained.
• Design and implement a comprehensive, adaptable evaluation process for faculty delivering Extension educational programs. Ensure the system addresses diverse teaching formats, including in person, virtual, hybrid, and field-based sessions.
• Oversee the logistical and technical aspects of the evaluation system, ensuring it is easy for faculty to administer and for participants to access. Provide troubleshooting support, generate evaluation summaries, and ensure compliance with data confidentiality standards.
• Strategic Planning and System Enhancement: Evaluates and assesses online system and data management needs, including the potential for integrating new Extension reporting functionalities or datasets, and recommends changes to the supervisor. Plans and develops methods and procedures for implementing appropriate online systems and data management efforts, including new Extension reporting applications or spatial data workflows. Assists in establishing program goals and assessment tools, incorporating Extension reporting metrics and spatial analysis.

GRANT SUPPORT

• Assist faculty and staff with grant application preparation, budget development, checklist completion, and internal routing procedures. After awards are received, support compliance tracking, reporting, expenditure monitoring, and coordination with central grant administration offices to ensure proper stewardship of funds.

EVENT SUPPORT

• Create, configure, and manage event registration systems using ECommerce, Eventleaf, or other platforms. Ensure registration processes are user friendly, accurate, and aligned with event needs.
• Serve as the first point of contact for registrants, presenters, partners, and other stakeholders. Provide clear, timely responses and resolve logistical or procedural questions.
• Coordinate the preparation and organization of event materials, including name tags, printed programs, agendas, sign-in sheets, and supplies. Ensure materials are complete, accurate, and delivered on time.
• Provide on site support before, during, and after events, including registration table coverage, room setup, attendee assistance, vendor coordination, and troubleshooting. Travel to event locations as needed.
• Compile and analyze post event evaluations, prepare summary reports, facilitate team debriefs, and document recommendations for future events.

OTHER DUTIES

• Support additional operational or programmatic needs as directed by management, including special projects, seasonal initiatives, or cross-team responsibilities.
• Participate in ongoing training and development opportunities to maintain and strengthen knowledge, skills, and job effectiveness. Stay informed of best practices, new tools, and evolving standards relevant to the role.

Pay Grade: 14

• Associates degree or equivalent
• A minimum of two (2) years of experience in the following:
  • Complex event management/conference services or related area
  • Working with diverse audiences
  • Effectively relating to the public (adults and youth) in a job-related role.
  • Work as part of a team, anticipating needs
  • Ability to streamline process and make improvements for efficiency and efficacy
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Demonstrated skill in managing competing demands for services.
• Demonstrated skill in public relations and handling complaints.
• Demonstrated skill in processing what has been learned in one event experience to help improve others.
• Demonstrated negotiation skills to interact diplomatically with professional contacts and volunteers.
• Strong communication skills as needed (written/oral/telephone/in person) to perform in a professional, businesslike manner.
• Strong organizational skills to plan and organize concurrent tasks and set priorities for responsibilities for self and others.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.