Program Coordinator - AUC-GRANTED
Spelman College

Position Title:

Program Coordinator - AUC-GRANTED

Position Summary:

The Program Coordinator for the NSF-funded Atlanta University Center (AUC)-GRANTED project reports directly to the Director of AUC-GRANTED Operations. Under the direction of the Director, the incumbent helps manage and coordinate the day-to-day AUC-GRANTED administrative and budget activities. The individual will manage multiple tasks simultaneously and may deal with materials that are sensitive and confidential in nature.

This is a multi-year grant-funded position

Essential Duties and Responsibilities :

Provides administrative support for the AUC-GRANTED Project leadership by:

• Responding to emails and phone messages about the AUC-GRANTED Project;
• Coordinates meetings hosted by the AUC-GRANTED Project leadership, including the AUC-GRANTED Steering Committee;
• Interfacing with key units of the College (e.g., Office of the President, Office of the Provost, Office of Research, Innovation, & Collaboration, and Office of Strategic Communications & Marketing).
• Maintaining the calendar of key AUC-GRANTED events, websites, and social media accounts;
• Maintaining a database of key announcements and invitations from other AUC institutions or external organizations.

Manages budget and procurement functions for the AUC-GRANTED project. This could include:

• Placing orders, assisting with monitoring and receiving shipments, and providing correspondence to the end-user regarding the status of orders;
• Working with Accounts Payable to ensure prompt approval and payment of invoices;
• Monitoring, and reconciling AUC-GRANTED budget and documents related to expenditures (and appropriate budget adjustments);
• Maintaining inventory of and ordering office supplies;
• Arranging travel for faculty/staff (for example, reserve hotel rooms, flights, registration, and ground transportation);
• Processing travel expense reports, and disbursement of other funds for faculty and staff on behalf of the AUC-GRANTED Director;
• Working with Procurement Services to resolve purchasing questions;
• Coordinating with key persons to ensure orders are received and properly inventoried;
• Maintaining software used to manage expenditures and documents related to expenditures (and appropriate budget adjustments);
  • Reconciling budget;
  • Processing paperwork for stipends, per diems, and the disbursement of other funds;
  • Ensuring invoices and payments are processed for subaward recipients and consultants.

Provides information/data management support by:

• Developing methods for tracking, maintaining, and archiving confidential files, reports, presentations, agendas, and action items;
• Creating and maintaining spreadsheets, shared drives, central data repository, and web-based accounts for file sharing;
• Actively conducting research to identify best practices and resources that would be beneficial for the research enterprise at the College and within the AUC;
• Assisting with the collection and storing of documentation related to shared service agreements, policies, and standard operating procedures (SOPs);
• Gathering information and drafting responses (for review and approval) to data requests/reports from internal constituents (in the AUC), state and federal agencies, and other external organizations.
• Participates in professional development seminars, workshops, and conferences; and stays abreast of current trends related to research administration, which may include learning topics to become a certified research administrator (CRA).

Required Qualifications:

A Bachelor's degree and four years of administrative and/or project management experience, or an equivalent combination of education, experience, and training, is required.

The ideal candidate is self-motivated, resourceful, and proactive; additionally, they have a strong work ethic, and excellent organizational, budget, and time management skills.

• The incumbent must possess:
• Excellent oral and written communication skills
• Strong interpersonal skills and customer service focus
• Professional demeanor with the ability to interface with internal and external constituents/stakeholders with respect, diplomacy, tact, and confidentially.

Independent judgment is necessary to plan, prioritize, and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus the ability to perform a variety of tasks simultaneously, at times with little supervision. The ability to work effectively under pressure, be proactive, demonstrate initiative, and promote teamwork is a key asset in the role.

The individual must be able to write business correspondence, compose memos, letters, e-mails, reports, procedure manuals, revise grant proposals, and may assist with drafting - publications/articles. They must also be able to read, analyze, and interpret documents such as policy guidelines, reports, requests for grant proposals, procedure manuals, and operating and maintenance instructions. Good proofreading skills are essential.

The individual must have excellent record maintenance and database management skills, and/or the appropriate aptitude to learn quickly.

To perform this job successfully, an individual must have intermediate-level computer skills using Microsoft Office Suite (Word, Excel, and PowerPoint). Some applications may require advanced skills. In addition to producing written correspondence and e-mails, the utilization of formula-embedded spreadsheets/Smartsheet, database management skills, navigating Banner Financial Module, Softdocs applications, and Internet navigation are essential components of the job.

Preferred Qualifications:

Administrative and/or project management experience in a college/university setting is preferred.

Certifications, Licenses, Restrictions :

None

Physical Demands:

While performing the duties of this job, the employee is regularly required to: sit, walk, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee is frequently required to reach with hands and arms, and stand. The employee is occasionally required to: stoop, climb, lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.

Shift:

Days

% Travel Required:

0%

Full Time/Part Time:

Full-time

Work Location/Schedule::

This position is eligible for a hybrid work arrangement.

FLSA:

Non-Exempt

Number of Vacancies:

1

Position End Date:

02/28/2029

Posting Number:

SC0706P

Posting Open Date:

08/20/2024

Open Until Filled:

Yes

EEO Statement:

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.

COVID-19 Vaccination Protocol:

Due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College requires up to date COVID-19 vaccination of all faculty, staff, and students (collectively "Campus Community") that have job duties, attend classes, or are otherwise present on campus. You will need to submit proof of up-to-date COVID-19 vaccination: full vaccination and a booster (when eligible) or a single dose of the bivalent vaccine) prior to your first day on campus or you may seek a medical or religious exemption to the vaccination requirement by providing the necessary documentation to: Yemi Brown, PharmD Manager of COVID-19 Operations, at ibiyemibrown@spelman.edu. Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve.

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