Program Administrator - Harvesting Potential at Kentucky State University – Frankfort, Kentucky
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About This Position
TITLE: Program Administrator – Harvesting Potential Agricultural Introduction Program
DEPARTMENT: Office of Research and Innovation
REPORTS TO: Principal Director
CLASSIFICATION: Temporary
EFFECTIVE DATE: TBD
STANDARD WORK HOURS: Part-time (Approximately 20 hours per week)
EMPLOYMENT STATUS: Temporary
EMPLOYMENT CLASSIFICATION: Exempt
JOB SUMMARY:
The Program Administrator provides administrative and logistical support for the Harvesting Potential Program, a federally funded agricultural education and workforce development initiative at Kentucky State University. This position supports program operations by coordinating logistics, maintaining records, assisting with communications, and ensuring efficient execution of program activities in alignment with university policies and grant requirements. Working under the supervision of the Program Director and Principal Investigator, the Program Administrator plays a key role in supporting participant engagement, program organization, and operational efficiency throughout the project period.
ESSENTIAL JOB FUNCTIONS:
Essential Duties and Responsibilities
- Program Administration & Logistics
- Coordinate scheduling of program activities, workshops, field experiences, and meetings.
- Assist with participant onboarding, registration, and documentation collection.
- Maintain organized program files, attendance records, and activity documentation.
- Support preparation and distribution of program materials and supplies
Communication & Coordination
- Serve as a point of contact for participants, parents/guardians, student mentors, and partners regarding program logistics.
- Assist with program communications including emails, reminders, and informational updates.
- Coordinate logistics for guest speakers, site visits, and experiential learning activities.
Grant & Compliance Support
- Maintain accurate records to support program reporting and evaluation requirements.
- Assist with data tracking and organization for assessment and grant reporting.
- Ensure documentation aligns with university procedures and federal grant expectations.
Operational Support
- Assist with purchasing requests, travel coordination, and reimbursement documentation in accordance with university policies.
- Support event setup, program check-in processes, and day-to-day operational needs.
- Provide administrative support to the Program Director and Principal Investigator as needed.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Strong organizational and time-management skills with the ability to manage multiple tasks and deadlines simultaneously.
- Effective written and verbal communication skills with diverse audiences, including students, parents/guardians, university personnel, and external partners.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) or comparable office software.
- Knowledge of administrative and logistical coordination practices, including scheduling, recordkeeping, and event support.
- Ability to maintain accurate records and documentation in compliance with university and federal grant requirements.
- Strong attention to detail and ability to maintain confidentiality of participant and program information. Ability to work both independently and collaboratively within a team environment.
- Basic problem-solving skills and ability to adapt to changing program needs.
SUPERVISORY RESPONSIBILITY:
- This position does not have supervisory responsibility.
OTHER DUTIES:
- Other related duties as assigned in support of program operations, participant engagement activities, and grant implementation.
QUALIFICATIONS:
- Associate’s or Bachelor’s degree in business administration, education, agriculture, or a related field, with one (1) to three (3) years of experience directly related to administrative support, program coordination, or operational support; or an equivalent combination of education and relevant experience.
Licensing and Certifications: NA
WORKING CONDITIONS:
- Part-time position with flexible scheduling based on program needs.
- Occasional evening or weekend hours may be required during program activities, workshops, or special events.
- Local travel may be required for site visits, field experiences, or program-related activities.
- Work is performed primarily in an office and educational program environment with periodic outdoor activities related to agricultural programming.
- Ability to lift and move program materials and supplies up to approximately 25 pounds may be required.
Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa
Internal candidates are encouraged to apply.
KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer
The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.
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Job Location
Job Location
This job is located in the Frankfort, Kentucky, 40601, United States region.