Program Coordinator - SIL

Spelman College Portal•Atlanta, GA

10d

About The Position

Support the project activities and provide administrative and clerical support to the Spelman Innovation Lab. This position is responsible for overseeing the day-to-day administration of the Innovation Lab (IL) and its programs, projects and services.

Requirements

High School Diploma and five years of related work experience or equivalent combination of education and experience are required.
This position requires strong customer service focus, excellent communication, verbal and time management skills.
Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.
Excellent oral communication skills are required when providing information and responding to questions from students, internal collaborators, external partners, funders, faculty and the general public in one-on-one or group situations.
Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals.
Must possess a proven ability and/or experience to operate with imprecise guidelines when required, and to understand and implement non-routine instructions when required.
Must be willing to take some initiative to effectively solve problems independently as well as part of a team.
This work requires the ability to perform basic level computer skills using either Microsoft Office Suite or Google Office Suite which include basic use of spreadsheets.
Must be capable of learning and using Lotus Notes, Banner Financial Module, Spelshop and other present and future administrative software applications adopted by the College.

Nice To Haves

Preferred experience in a college/university setting.

Responsibilities

Provide comprehensive administrative assistance and support to all Spelman Innovation Lab personnel and programs, current and future, including the research program, the fabrication lab, the entrepreneurship programs, the gaming programs, the summer programs, the academic programs, the student programs, grants and programs that emerge from partnerships and affiliations with partners outside the Innovation Lab.
Provide administrative assistance and support for all programs.
Manage purchasing/requisitions/reimbursements/check requests and other financial transactions for the Spelman IL (Quotes, POs, Receipts, etc.)
Manage dispensing of student stipends and help with timesheet and work hours of student employees.
Keep Innovation Lab running budget worksheet up to date, Initiate budget transfers.
Assist/lead with the events planning elements associated with workshops, hackathons, guest speakers, clubs and other programs of the Innovation Lab.
Prepare materials for the Lab’s website.
Support the outreach activities of the Innovation Lab, including collaborations with K-12, schools, external organizations and other colleges and universities
Maintain electronic and paper filing system as needed.
Serve as the first point of contact for the Lab; Answer and direct telephone calls and emails.
Assist in sending out campus emails for the Spelman Innovation Lab.
Post content to the different Innovation Lab social media outlets as directed.
Assist in preparing periodic newsletters, flyers and/or social media content for distribution.
Assist and direct student and faculty concerns (ex. direct students to appropriate forms; suggest appropriate personnel for handling certain issues)
Post student jobs; Manage and process confidential information such as student pay, student timesheets, etc.
Maintain the Spelman IL calendar; schedule appointments and contact students/personnel upon request.
Reserve facilities for meetings and coordinate with the financial administrator meals and or refreshments.
Make arrangements for routine maintenance of equipment in the Spelman IL
Make arrangements for visitors to the Spelman IL (ex. vendor onboarding, parking arrangements, reserve hotel, communicate/facilitate covid protocols, etc.)
May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through).
Maintain inventory of office supplies, instructional supplies, and consumables
Provide administrative and coordination support for programs, workshops, activities and routine operations, as needed (Spelpreneur, Launchpad, SpelmanXR, Design Club, Summer Programs, Outreach, External Collaborations, etc.)
Provide administrative support for Spelman IL scholarships, grants, and fellowships.
Create and administer surveys and applications (Google Forms) to support the many programs of the Lab.
Assist with inventory management, equipment check-in/check-out system and associated communications.