PROGRAM COORDINATOR-AUC-GRANTED (Grant-funded)

Spelman College Portal • Atlanta, GA

20h

About The Position

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.

Requirements

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

Nice To Haves

• 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.

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 ).

What This Job Offers

• Career Level: Entry Level