Job Tittle: Project Coordinator - Initiatives

Career Level: Entry Level, Early Career

Position Type: Regular, Full Time, Salaried, Exempt

Location: Lititz, PA

*This is not a technical or IT project management role*

MISSION: (The essence of the job)

Rock Lititz is seeking a highly organized, detail-oriented, and self-motivated Project Coordinator to support the Initiatives team through the non-profit, Workforce LIVE, and events held on the Rock Lititz campus. This role is ideal for someone who thrives in fast-paced environments, works independently, and enjoys creating new efficiencies and systems to support complex projects.

The Project Coordinator will manage administrative, logistical, and systems-based responsibilities across education initiatives, nonprofit governance, and event operations—serving as a key connector between planning, execution, and data collection.

OUTCOMES: (What must get done and how will we measure success)

Workforce Live (50%)

National Education Initiatives

• Coordinate and support national education programs and initiatives
• Oversee the creation, organization, and distribution of educational materials
• Manage shipping logistics and timelines for program materials
• Coordinate directly with participating schools and education partners
• Collect and organize implementation feedback, outcomes, and program data
• Maintain accurate documentation and reporting related to program delivery

Nonprofit Administration & Governance

• Provide administrative support for Workforce Live board and officer meetings
• Prepare meeting materials, agendas, notes, and follow-up documentation
• Track action items and support ongoing communication with board members
• Assist with basic tracking and organization of donor paperwork and related documents

Nonprofit Events

• Assist with the planning and execution of Workforce Live events
• Support logistics, timelines, communications, and post-event follow-up
• Help track attendance, engagement, and event outcomes

Rock Lititz Events & Conferences (50%)

Event Systems & Data Management

• Oversee and maintain event management platforms and applications
• Manage CRM systems related to events, conferences, and attendees
• Develop and maintain efficient systems for data collection and reporting
• Identify opportunities to streamline planning and post-event workflows

Ticketing & Attendance

• Serve as the primary point person for ticketing systems
• Manage attendance tracking, reporting, and data accuracy
• Coordinate with internal stakeholders to ensure smooth registration and check-in processes

Administrative & Communications Support

• Manage Box account and Egnyte folders, ensuring files are organized and accessible
• Monitor and manage the events information email inbox
• Route inquiries appropriately and ensure timely responses
• Maintain organized records related to events and conferences

COMPETENCIES: (Skills & Qualifications essential to succeed in this role)

CRITICAL

• Highly detail-oriented with strong organizational skills
• Proven ability to work independently and manage multiple priorities
• Self-starter who can move quickly and adapt in a dynamic environment
• Experience creating or improving systems, processes, or workflows
• Strong written and verbal communication skills
• Comfort working with technology platforms such as CRMs, event management tools, ticketing systems, and cloud-based file storage
• Experience with nonprofit operations, education programs, or events is a plus
• Ability to collaborate across teams while owning projects independently

PHYSICAL

· Frequently uses manual dexterity to type, use computer for extended periods of time

· Frequently remains stationary for long periods of time, but may be standing or walking throughout campus as events need dictate

· Occasional lifting and moving boxes or event materials up to 30 lbs.

CULTURAL

· A passion for live entertainment and working with young professionals

· Strong ability to work with people and form relationships

· Open to continuous learning in a dynamic environment, willingness to pivot as business needs shift

· Ability to remain calm in difficult and/or complex situations and maintain an action oriented, problem-solving mindset

· Demonstrate pride and ownership in your work

What Success Looks Like in This Role

• Education initiatives are delivered smoothly, on time, and with clear feedback loops
• Board and officer meetings are well-organized and efficiently supported
• Events and conferences are supported by clean data, reliable systems, and clear processes
• Planning workflows become more efficient over time due to improved systems and documentation
• Stakeholders experience responsive communication and well-managed logistics