Program Coordinator, Marketing & Industry Programs

Summary:

This position supports the staff and operations of the Marketing Division, with a primary focus on the Marketing and Industry Programs team at Cotton Incorporated. The Coordinator is responsible for managing and coordinating key operational functions that support marketing programs and initiatives, with primary responsibility for complex budget tracking and reconciliation across multiple budgets, projects and activities. The role also manages the planning and execution of meetings and events, provides customer service support to internal and external stakeholders, oversees asset and material tracking, and coordinates with external vendors to ensure timely and effective program delivery.

Core Functions:

· Provide coordinated administrative support for departments and staff in the Marketing and Industry Programs department, and greater Marketing division

· Maintain and reconcile multiple program budgets, including tracking expenditures and supporting financial reporting.

· Master accounting procedures and lead efforts to uphold them including required audit-related documents, PO requests and contract requests.

· Coordinate travel arrangements for division staff and serve as a liaison between the division and travel agency.

· Track and process mail, expenditures, invoices, and accounting information

· Assist team in maintaining a data asset management system.

· Coordinate shipping of items

· Plan and coordinate meetings and events both internally and externally in support of staff or visitor needs, including university programs

· Maintain departmental calendars and track staff schedules

· Maintain accurate filing system for reports, correspondence, etc.

· Review, format, and proofread reports and communications

· Function as a professional representative of the company with external contacts and audiences

· Perform general organizational duties in support of team operations

· Respond to and/or direct external inquiries as appropriate

Job Requirements:

· High school diploma or GED required; Associate’s degree preferred

· Minimum 5 years of related work experience in an administrative capacity

· Experience with addressing various audiences and interacting with multiple levels of people

· Strong knowledge of accounting policies, budget tracking and financial reconciliation processes, with the ability to manage multiple detailed spreadsheets accurately

· Experience coordinating meetings and events, including logistics planning and execution

· Experience coordinating with external vendors and managing materials or assets, digital and physical

· Problem-solving skills and the ability to adapt in a fast-paced environment

· Professional written and verbal communication skills with a demonstrable quality of work

· Motivated self-starter with the ability to work independently and within a team to meet deadlines and accomplish goals

· Ability to effectively prioritize and perform tasks based on importance and urgency

· Ability to coordinate and conduct multiple projects simultaneously

· Strong interpersonal skills and professional enthusiasm, with a customer service focus

· Strong organizational skills with strict attention to detail

· Ability to work with and protect confidential information

· Proficiency in Microsoft™ Office Suite, in particular Word, Excel, and Outlook

· Proficiency in programs such as Emburse Chrome River, Tipalti, and DocuSign, a plus

· This position may require domestic and international travel up to 5-10% of the time

Working Conditions / Physical Demands:

· General office environment with quiet to moderate noise level

· Varied working conditions off-site due to travel

· Business casual dress clothes required

· Regularly required to sit and use hands to type and grasp, with frequent standing, walking, and bending/twisting at the neck/waist

· Occasionally required to push, pull, and reach above/below shoulder level

· Frequently required to lift and/or carry up to 50 pounds

· Frequently required to have face-to-face and telephone interaction with internal staff and external contacts

· Specific vision requirements include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus

Cotton Incorporated is an Equal Opportunity Employer. This Employer participates in E-Verify.