Program Coordinator
Recruitment Summary
New Mexico State University is home to the state’s Bridge Inspection Program, a one-of-a-kind program that employs engineering students to inspect highway bridges in New Mexico. The students are directly supervised and mentored by NMSU engineers in the visual inspection and condition assessment of bridge structures for the New Mexico Department of Transportation. NMSU is a Minority-Serving institution and the University is committed to building a cultural diverse educational environment.
NMSU seeks employees who are creative and flexible in developing and evaluating new ideas and ways to evolve NMSU into the future. NMSU is committed to sustainability through improving and maintaining the quality of human life while preserving the integrity, stability, and beauty of ecological systems for the future. We are looking for student-centered employees with a passion for success. NMSU invites you to take the first step to your successful and rewarding career by applying today.
NMSU is New Mexico’s land-grant and space-grant institution, a comprehensive research institution dedicated to teaching, research, public service and outreach. In addition, the NMSU system includes a satellite learning center in Albuquerque, Cooperative Extension Service offices located in each of New Mexico’s 33 counties, and 12 agriculture research and science centers. New Mexico State University is the instituion of choice for more than 15,000 students from 49 states and 89 foreign countries.
Job Duties and Responsibilities
Apart from responding to the daily administrative needs of the NMSU Bridge Inspection Program, this position is responsible for items including, but not limited to, the following:
- Assists in preparing the yearly proposal submitted to the NMDOT for continued funding of the NMSU Bridge Inspection Program.
- Hiring of undergraduate co-op students each semester (also includes preparing the job announcement, collecting the applications, scheduling the interviews, and arranging the defensive driving training).
- Hires, trains, and supervises undergraduate office assistants.
- Hiring of graduate students, faculty, staff, and senior personnel.
- Reviews and submits bridge inspection reports to the NMDOT and archives the reports in the NMSU Bridge Inspection Program database in digital format; manages bridge inspection forms in paper and electronic format to facilitate review and distribution of reports to the NMDOT Districts.
- Assists with reconciliation of P-Cards and budgets.
- Placing orders for the bridge inspection teams to ensure that all inspection tools, safety equipment, electronics, non-destructive testing equipment, computer / printing supplies, etc. are available to safely and efficiently conduct the bridge inspections.
- Coordinate and schedule maintenance of vehicles.
- Plan, prepare, and coordinate the Bridge Inspection School (includes a two-week comprehensive training course held twice a year and a 3-day refresher training course held every 3 years at NMSU); also requires marketing of the training opportunities to various transportation agencies (e.g., domestic and international, state DOTs, local and state government, private industry).
- Maintains and updates the Bridge Inspection Training Participant’s Manual based on current guidelines for distribution to course attendees.
- Prepare and submit reimbursements and travel forms for faculty and students.
- Assists with quotes and POs as needed (for equipment and subcontractors).
- Respond to daily requests from the NMDOT on items including, but not limited to, training courses, project expenses, and inspection reports.
- Prepare documents (e.g., quarterly reports) to be sent to NMDOT for reporting purposes.
- Serve as liaison between NMSU personnel, subcontractors, and the six districts of the NMDOT.
- Runs the internal procedure for tracking, billing, and sustaining the use of the inspection vans.
Classification Summary
Plans and coordinates the day-to-day fiscal, administrative, and operational activities of a narrowly defined funded program/project or set of funded activities. The program/project is usually focused to a single purpose, may be scientific, research, educational, or service oriented, and may exist as a discreetly funded subset of an integrated, grant-funded program activity.Provides administrative support in the development, implementation, and marketing of program/project function.
Classification Standard Duties
Programs are usually self-funded and/or grant-funded from a major funding source or series of funding sources. Duties typically include grant planning and administration, budget management and control, program implementation and administration, internal and external operational/administrative liaison, program marketing, and reporting.Serves as a principal liaison between students, faculty, staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative issues; facilitates seminars, meetings, special projects, and problem resolution. Coordinates activities of support staff, consultants, faculty, and/or volunteers engaged in implementation and administration of program objectives. Monitors and administers program/project revenues and expenses; may develop or participate in the development of funding proposals for the program. Writes, edits, and coordinates development of course catalogs, promotional materials, educational materials, training manuals, newsletters, and/or brochures, as appropriate to the program. Collects and analyzes data; prepares scheduled and special reports; maintains program/project records and statistical information. Performs or delegates clerical and administrative support tasks, including creation, typing, and editing of program correspondence, purchasing documents, reports, program handbooks, and other publications. Assists with grant and/or proposal writing as appropriate to the objectives and funding nature of the program; may participate in other fundraising activities. May perform specialized activities of a programmatic nature in direct support of the accomplishment of program objectives and protocol.Oversees the supervision of personnel which includes: work allocation, training, promotion and enforcement of internal procedures and controls and problem resolution;evaluates performance and makes recommendations for personnel actions;motivates employees to achieve peak productivity and performance. Performs miscellaneous job-related duties as assigned.
Knowledge
Knowledge of communication principles, media, and marketing techniques. Knowledge of finance, accounting, budgeting, and cost control procedures.
Skills
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Skill in the use of personal computers and related software applications. Records maintenance skills. Skill in organizing resources and establishing priorities. Advanced writing and editorial skills. Clerical, word processing, and/or office skills.
Abilities
Ability to interact with students, faculty and/or staff in a team environment. Ability to gather and analyze statistical data and generate reports. Ability to lead and train staff and/or students. Ability to make administrative/procedural decisions and judgments. Ability to coordinate and organize meetings and/or special events.
Required Education
Bachelor’s degree in a related field.
Required Experience
No previous work experience required.
Equivalency An Associate's degree and two (2) years of related experience; or, four (4) years of related experience may substitute for the Bachelor's degree.