Program Coordinator (Title III & Government Relations)
Posting DetailsPosition Information Job TitleProgram Coordinator (Title III & Government Relations)Job Summary
This is an upper-level data driven project management and administrative support position in a high-pressure, deadline-driven, 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 provides overall support with all activities and functions in the Office of the Chief of Staff and Associate VP for Title III and Government Relations. The incumbent will coordinate all projects and provide administrative support, data collection and assistance for all activities, functions and projects managed by the Chief of Staff and Associate VP for Title III and Government Relations and assist with the development of all correspondence, agenda, reports, dashboards, comprehensive development plan, manuals, policies and procedures and legislative updates and mailings required for the Board of Trustees, Senior Team, Council of Presidents, UNCF, U.S. Department of Education, U.S. Department of Defense, other Federal, State and Local agencies, elected officials and other request to support the President.Essential Duties and Responsibilities
•Serves as point of first contact for the office. Coordinate and manage office activities and workflow processes to ensure smooth, efficient operations. Make work related decisions in accordance with existing policies and procedures.
•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, and the office of the Chief of Staff, 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. Schedules appointments for students referred by the President’s Office and other senior administrative offices related to unresolved student concerns and issues.
•Develops and maintains monitoring methods for tracking confidential files, reports, presentations, agendas and action items, 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, U.S. Department of Defense, and all other reports generated for Government Relations and Title III.
•Coordinates and manages Chief of Staff and Associate VP for Title III and Government Relations calendar, travel, expense reports, banner requisitions, 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 includes 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, Special Assistant to the President, Senior Team members, Activity Directors, Assistant Director of Title III, Title III Program Coordinator, Title III Program Officer and external Title III Project Directors, and College liaison (EstellGroup) to ensure that the program operations are consistent with strategic goals for overall college development.
•Develop and maintain 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 and next steps.
•Prepare correspondence, including expressions of thank you from the President for federal, state and local constituents and communicate, if necessary, 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, other external constituents visiting the campus, distributing information, scheduling internal and external evaluations.
•Assist the Chief of Staff and AVP for Title III and Government Relations with budget development and management, review and development of policies and procedures, review and update of the strategic plan initiatives, strategy and clearance processes, federal reports, events and visits related to Government Relations, and preparation of contracts for independent contractors and external evaluators.
•Assist when needed the Title III Program Coordinators with developing and maintaining the Title III Website, overall coordination and monitoring of the Title III Activity budgets to facilitate maximum utilization of program resources.
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 quality 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, revise 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 data management skills and/or the appropriate aptitude to learn quickly.
To perform this job successfully, an individual must have intermediate skills using Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing correspondence, memos, and e-mails, duties may involve assignments that require editing grant proposals, creating spreadsheets containing formulas and pivot tables, PowerPoint presentations, the use of Lotus Notes, Banner and Internet navigation and development of dashboards. Requires the ability to type 55 wpm.
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 (*).
- Cover Letter of Interest