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Spelman College · 3 weeks ago

PROGRAM COORDINATOR-AUC-GRANTED (Grant-funded)

Atlanta Metro

Full-time

Hybrid

Mid Level

4+ years exp

Spelman College is seeking a Program Coordinator for the NSF-funded Atlanta University Center (AUC) - GRANTED project. The role involves managing day-to-day administrative and budget activities, providing support to project leadership, and coordinating various project-related functions.

Responsibilities

Provides administrative support for the AUC - GRANTED Project leadership by: o Responding to emails and phone messages about the AUC - GRANTED Project; o Coordinates meetings hosted by the AUC - GRANTED Project leadership, including the AUC - GRANTED Steering Committee; o 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) as needed to manage activities; o Maintaining the calendar of key AUC - GRANTED events, websites, and social media accounts; o 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: o Placing orders, assisting with monitoring and receiving shipments, and providing correspondence to the end-user regarding the status of orders; o Working with Accounts Payable to ensure prompt approval and payment of invoices; o Monitoring, and reconciling AUC - GRANTED budget and documents related to expenditures (and appropriate budget adjustments); o Maintaining inventory of and ordering office supplies; o Arranging travel for faculty/staff (for example, reserve hotel rooms, flights, registration, and ground transportation); o Processing travel expense report, and disbursement of other funds for faculty and staff on behalf of the AUC - GRANTED Director; o Working with Procurement Services to resolve purchasing questions; o Coordinating with key persons to ensure orders are received and properly inventoried; o Maintaining software used to manage expenditures and documents related to expenditures (and appropriate budget adjustments); o Reconciling budget; o Processing paperwork for stipends, per diems, and the disbursement of other funds; o Ensuring invoices and payments are processed for subaward recipients and consultants

Provides information/data management support by: o Developing methods for tracking, maintaining, and archiving confidential files, reports, presentations, agendas, and action items; o Creating and maintaining spreadsheets, shared drives, central data repository, and web-based accounts for file sharing; o Actively conducting research to identify best practices and resources that would be beneficial for the research enterprise at the College and within the AUC; o Assisting with the collection and storing of documentation related to shared service agreements, policies, and standard operating procedures (SOPs); o 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)

Qualification

Budget reconciliationMicrosoft Office SuiteProject managementData managementGrant proposal draftingInterpersonal skillsCommunication skillsOrganizational skillsTime management

Required

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

Experience in a college/university setting is strongly preferred

Is self-motivated, resourceful, and proactive with a strong work ethic

Excellent oral and written communication skills

Strong organizational, budget, and time management skills

Ability to exercise independent judgment and manage a diversified workload with attention to detail

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) at an intermediate level; ability to learn and use financial and document management systems (e.g., Banner, Softdocs)

Strong interpersonal skills and a customer service focus with the ability to interact professionally with internal and external stakeholders

Ability to work effectively under pressure, demonstrate initiative, and promote teamwork

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

Experience in research administration or familiarity with grant-funded projects

Knowledge of budget reconciliation, procurement processes, and travel coordination in an academic environment

Advanced skills in data management, including spreadsheets, shared drives, and web-based file sharing tools

Ability to draft and revise grant proposals, reports, and publications

Interest in pursuing Certified Research Administrator (CRA) credential or similar professional development in research administration

Familiarity with social media management and website content updates for project communications

Company

Spelman College

Spelman College, a historically Black college and a global leader in the education of women of African descent, is dedicated to academic excellence in the liberal arts and sciences and the intellectual, creative, ethical, and leadership development of its students.

Founded in 1881

Atlanta, Ga, US

501-1000 employees