Program Coordinator

Posting Details

Position Information

Job Title Program Coordinator
Job Summary

This is an upper-level data-driven administrative support position in a high-pressure, deadline driven, a service unit of the College. The Program Coordinator reports directly to the Chief of Staff to the President and Associate Vice President for Title III and Government Relations “Hiring Manager”. The individual works closely with the Hiring Manager and provide overall support for all activities and functions in the Office of the Chief of Staff and Associate VP for Title III and Government Relations. The incumbent will provide administrative support, data collection and assistance for all projects managed by the Chief of Staff and Associate VP for Title III and Government Relations and with the development of all reports and dashboards required by the Board of Trustees, Senior Team, Council of Presidents, UNCF, U.S. Department of Education and other request to support the President.

Essential Duties and Responsibilities

·Serves as point of first contact for the office. Answer general inquiries, and answer and direct telephone calls.
·Provides data collection and administrative support to the Hiring Manager, which includes, but is not limited to incoming and outgoing correspondence which relates directly to the Office of the President, Title III, and Government Relations.
oEnsures that all correspondence is routed to the appropriate individual in a timely manner, and prepare any documents for review by the Hiring Manager.
·Receives and monitors calls referred by the President’s Office, related to Title III and Government Relations and direct those calls to the Hiring Manager for distribution and resolution.
·Develops and maintains monitoring methods for tracking confidential files, reports, presentations and documents submitted on behalf of the Office of the President, to the Board of Trustees, Faculty and Staff, UNCF, Senior Team, Community Constituents, Federal, State and Local agencies and from the U.S. Department of Education and all other reports generated for Government Relations.
·Coordinates and manages Chief of Staff and Associate VP for Title III and Government Relations calendar, travel, expense reports, campus room requisitions and similar scheduling and other office activities and workflow processes to ensure smooth, efficient operations.
·Assists the Hiring Manager with updating templates for existing and newly created and approved policies and procedures for the department and the College. Examples include items such as strategy and clearance processes, preparation and submission of federal reports, events related to Government Relations, and record keeping for request and reporting of senior team related vacation and sick leave exempt reports, expense reports, consultant contract management and approval of objectives and budgets developed by the Department of Communications Title III and Government Relations and the President’s Office.
oAssists with designing and monitoring reports that are to be shared regularly with the President, Senior Team, Trustees, and others as requested.
·Assists with establishing an effective monitoring system and maintaining effective lines of communication with the Chief of Staff to the President and Associate VP for Government Relations and Title III, Activity Directors and Title III Program Coordinators to ensure that the program operations are consistent with strategic goals for overall college development.
·Assists with maintaining an up-to-date and comprehensive database listing of all Government Relations contacts.
oEnsures the contact spreadsheet is updated weekly with all activities and contacts to include details of each meeting and or conversation/visit.
·Prepare correspondence, including expressions of thank you from the President for federal, state and local constituents and communicate on a regular basis with the College’s liaison in Washington, DC, the EstellGroup and the UNCF Governmental Affairs office.
·Ensures that the Chief of Staff and Associate VP of Title III and Government Relations calendar is coordinated with planning, developing, and implementing the monitoring schedule for the President’s calendar, and activity schedule to include meetings with the President, Senior Team, Trustees, and Activity Directors, distributing information, scheduling internal and external evaluations.

Required Qualifications

Bachelor’s degree preferred. High School diploma and a minimum of five years of related work experience or equivalent combination of education and experience are required.
This position requires strong customer service focus, excellent written, verbal and time management skills, and the ability to handle multiple tasks. Professional demeanor with the ability to interface with internal and external customers while engaging in diplomacy and tact is essential. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Leadership abilities with excellent analytical and detail oriented skills are critical to success in this role. The ability to work effectively under pressure, be proactive, demonstrate initiative, and promote teamwork is a key asset in the role.
Excellent oral communication skills are required when presenting information and responding to questions from internal and external customers in one-on-one or group situations. The individual must be able to write business correspondence, revised grant proposals, and compose memos, letters, and e-mails. They must also be able to read, analyze, and interpret documents such as safety rules, grant requests for proposals, and procedural manuals. Good proofreading skills are essential.

The individual must be familiar with monitoring the programmatic and fiscal activities of a grant to include: electronic transmission of reports; collection and validation of data to compile reports, and knowledge and operational skills to implement the Grant Administration Payment System (GAPS) and G5.
Incumbent must have strong word processing, and database management skills and/or the appropriate aptitude to learn quickly.

Preferred Qualifications
Certifications, Licenses, Restrictions
Physical Demands
Shift Days
% Travel Required 0%
Full Time/Part Time
FLSA Non-Exempt
Number of Vacancies 1
Anticipated Candidate Start Date
Position End Date (if temporary)

Posting Detail Information

Posting Number SC0037P
Posting Open Date 09/19/2017
Posting Closing Date
Open Until Filled Yes
Special Instructions to Applicants
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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents