Program Coordinator

University of Kansas
United States, Kansas, Lawrence
1450 Jayhawk Boulevard (Show on map)
May 21, 2025
Position Overview The University of Kansas Transportation Center (KUTC) is seeking a Program Coordinator to support the Local Technical Assistance Program, the Rural Transit Assistance Program, event management, and other various programs. Key responsibilities include maintaining the center's learning management system database, working to support contract trainers, and leading the center's event management activities. The KUTC is a multi-disciplinary center of the University of Kansas operating since 1977, managing transportation engineering technology transfer and research programs. Primary areas of interest are highway engineering and maintenance, traffic engineering and safety, transportation workforce development, and community transit. The role of the Program Coordinator is to coordinate the components of KUTC programs to ensure efficient and effective completion of center deliverables. A hybrid work schedule is possible with supervisor's approval. Job Description 65% -Program Management Facilitate the educational outreach of the LTAP and RTAP programs, including the Kansas Roads Scholar Program. Develop an annual training calendar for each customer base. Contract with venues and caterers for meeting logistics. Coordinate the setting of course registration fees and process payments. Communicate and coordinate with course instructors. Coordinate distribution and development of course curricula and materials. Assure that there is on-site support for training workshops as needed. Maintain and update training databases and web pages for training workshops. Develop training information material for communicating with customers online, by email, and in written form. Maintain communication through phone, email, and other correspondence with training participants and other project-related personnel. Conduct periodic training needs assessments. Provide professional development certificates after training workshops. Initiate and organize advisory committee meetings (including Kansas Roads Scholar program) and other related activities. Represent KUTC at local, state and national meetings where relevant to the position and the work of the KUTC. Assist with the Equipment Loan Program. 20% - Event Management Collaborate with conference chairs and committee members to schedule recurring meetings and create the conference planning timeline. Lead the request for proposal process with potential conference hotels and/or venues. Manage the review process of RFPs from potential venues. Ensure contract details such as room block attrition, room rental, and food and beverage minimums are fair, accurate, and fall within the conference budget. Create conference registration website and oversee the registration process. Coordinate with the conference venue to create the catering menu, confirm meeting room layouts, and determine audio/visual equipment needs. Work directly with sponsors and exhibitors by communicating conference details, vendor booth locations, and obtaining vendor logos and ads. Communicate conference details with conference speakers and gather their presentations, biographies, and headshots. Provide on-site conference support by managing the check-in process, troubleshoot any day-of issues, and act as the liaison with venue staff. Oversee post-conference duties such as reviewing final bill from venue, assist in certificate distribution, coordinate speaker reimbursements, and other duties as assigned. Assist with Website Maintenance & Marketing Market technical resources to the LTAP and RTAP audiences through the KUTC website. Update and maintain the KUTC website as needed. 15% - Other Assist with technology transfer by reviewing and updating the KUTC resource libraries. Remain current in technologies to help support the efforts of the KUTC. Work in a team to further the missions of the KUTC, its programs, and the University of Kansas. Supervise student assistants in program support activities. Prepare training evaluation reports and other related program progress reports. Other duties as assigned. Position Requirements Occasional overnight travel and flexible hours. Required Qualifications Bachelor's degree in a related area and three (3) years of professional experience. Strong written and interpersonal communication skills, as evidenced by application materials. Previous work experience that required excellent attention to detail and organization as demonstrated by application materials. Previous experience in a PC/Windows environment including MS Word, MS Excel, and MS PowerPoint, as evidenced by application materials. Work history related to event coordination/management, as evidenced by application materials. Preferred Qualifications Master's degree in applicable area. Previous experience that required being skilled in public speaking, as evidenced by application materials. Work history that required working independently, as evidenced by application materials. Previous experience in mass communications and website management (Drupal 8), as evidenced by application materials. Previous experience that required working with a learning management system, as evidenced by application materials. Previous experience with hotel contracting and catering, as evidenced by application materials. Additional Candidate Instructions In addition to the online application, the following documents are required to be considered for this position: Cover letter describing how you meet the required and preferred qualifications. Resume List of three (3) professional references Only complete applications will be considered. Application review begins Monday June 9th, 2025. For consideration, please apply no later than Sunday June 8th, 2025. Contact Information to Applicants Steven Schrock, schrock@ku.edu Advertised Salary Range $50,000-$60,000 Commensurate with experience Application Review Begins Monday June 9, 2025 Anticipated Start Date Monday July 7, 2025