Operations Program Coordinator

About the role

The University Program Associate serves as the primary administrative and fiscal manager for the College of Natural Resources (CNR) Extension program. Operating with a high degree of independence, this position is responsible for the strategic administration of the unit’s financial, personnel, and operational functions.

Responsibilities

• Independently manages and monitors all Extension fiscal accounts, including State, Federal, and Discretionary funds.
• Executes all procurement functions, including authorizing payments, processing purchase requisitions, and managing small purchase vouchers.
• Ensures all transactions meet University and State auditing standards.
• Performs comprehensive monthly statement reconciliations and travel reimbursements, maintaining a high degree of accuracy to ensure the fiscal integrity of the Extension Forestry unit.
• Provides detailed budget summaries and financial planning data for Principal Investigators (PIs), routinely meeting with the Associate Dean to review account statuses and funding health.
• Serves as the primary financial lead for the office of Continuing and Professional Education (CPE) activities.
• Maintains specialized publication databases and manages website content, ensuring that the program’s public-facing information and internal records are current and accurate.
• Collaborates independently with College Research Office to coordinate personnel, budget, and project-related issues at both the departmental and college levels.
• Acts as a technical resource for PIs during the planning phases of grant-funded projects, providing expertise on allowable exceptions and budgetary constraints.
• Serves as the authoritative liaison for Human Resources, International Employment, and International Affairs for the unit, managing the administrative lifecycle of personnel actions.
• Manages motor fleet management vehicles, including mileage tracking and payment processing, and ensures all event documentation from filing to closeout is completed and approved.
• Coordinates all high-level office operations and program logistics with total independence, ensuring the seamless functionality of the Forestry Extension unit and serving as the primary strategic assistant to the Associate Dean.
• Leverages office technology and advanced digital systems to customize workflows for information management, record retention, and the maintenance of complex programmatic files.
• Directs program events and extension meetings, independently managing the end-to-end process of venue reservations, material compilation, and stakeholder registrations.
• Serves as the lead professional contact for the unit, overseeing the expert distribution of communications and managing the first-point-of-contact experience for visitors, clients, and university partners.

Qualifications

• Bachelor’s degree; or an equivalent combination of training and experience.
• All degrees must be received from appropriately accredited institutions.
• Hands-on experience and proficiency with NC State specific systems, including PeopleSoft Financials/HR, REPORTER, WOLF Reporting, RED, and Mypack Portal.
• Demonstrated experience in post-award grant administration and the management of complex multi-fund budgets (State, Federal, and Discretionary) within a university setting.
• Prominent ability to operate with total independence as a process owner, including experience developing customized tracking tools in Excel or Google Workspace to improve departmental efficiency.
• Deep understanding of the Land Grant Mission and the specific operational structure of the NC Cooperative Extension and Forestry programs.