"Administrative Coordinator"

Position Title

Administrative Coordinator

Position Summary

Serves as Administrative Coordinator to provide administrative support to the Board Operations Director. Reporting to the Board Operations Director, this position is responsible for assisting with the efficient and effective execution of all Board meetings and Board of Trustees functions, and other college committees as assigned. Maintains a high level of confidentiality regarding sensitive issues and documents and acts with discretion in all matters pertaining generally to the business of the College and specifically to the offices of the Board of Trustees and President.

Essential Duties and Responsibilities

• Oversees travel and other arrangements for the meetings of the Board of Trustees and other activities designated by the Board Operations Director; tracks and monitors the expenses and other items related to these functions.
• Performs functions necessary to facilitate effective and efficient meetings, including working closely with the Board Operations Director, and Senior Team assistants, as well as the trustees' assistants to oversee the planning and preparation of agendas, meeting materials, and any associated events in advance of each meeting of the Spelman Board or involving Trustees.
• Maintains the records and documents associated with the meetings of the Board with minimal supervision.
• Attends the assigned Committee and the full Board meetings for purposes of recording, writing, and distributing minutes in a timely fashion. Supports the various committee liaisons as needed. Maintains records associated with other College meetings and committees.
• Collects, maintains, and analyzes statistical data and produces reports pertaining to the Office of the Board of Trustees (e.g., trustee participation and renewal, demographics, conflicts of interest, annual assessments); Assist with the dissemination, collection, and maintenance of records pertaining to awards and honors (e.g., National Community Service and Honorary Degree Awards).
• Prepares correspondence, including memoranda and reports as assigned, manages incoming and outgoing correspondence, and ensures prompt and proper flow of materials as directed by the Board Operations Director.
• Oversees monitoring, tracking, and reconciliation of budgets assigned to the Office of the Board of Trustees. Makes standard budgetary decisions and maintains all financial/accounting records for the office to ensure accurate purchasing, billing, and financial records; reporting methods; and compliance with the College's budget guidelines. Produces regular budget reports for assigned budgets, using the current operating and technical systems utilized by the College.
• Provides ongoing project management support, including executive administrative and clerical support for the Board Operations Director, including presidential assignments, calendaring and travel arrangements.
• Assists with inventory of office supplies, prepares requisitions and check requests for supplies, equipment and consultants.
• Provides high level administrative support for planning and executing all events hosted by the Office of the Board of Trustees, including the biannual retreat which involves, for example: coordinating site visits and collaborating with other constituencies (e.g., conference organizers, Facilities Management Services, caterers) to ensure appropriate arrangements are made to accommodate the needs of attendees and high-profile guests.
• Assists with compilation of materials needed for various auditors and accreditation teams to ensure records are maintained and disseminated according to policies and procedures (e.g., COI and SACS). Maintains records and documentation on Board Resolutions and matters related to accreditation.
• Manages internal and external web presence of the Office of the Board of Trustees. Serves as liaison to the Webmaster. Routes Board information to the Webmaster for posting on the College's website; Creates Adobe PDF files from Microsoft documents, uploads those files to electronic board portal in a timely manner, disseminating updated information to the College Community via web and email blast.
• Serves as the primary point of contact on any matter directed to the Office of the Board of Trustees by College and community constituencies, triages incoming issues and determines appropriate course of action, referral and/or response. Assists constituents and staff in finding and retrieving items of the Office of the Board of Trustees for research and/or open records requests. Serves as 'trouble shooter' to provide solutions as needed by all constituencies.
• Assists with supervision of student workers.

Required Qualifications

High school diploma and seven years of directly related work experience, preferably reporting to senior management or an equivalent combination of education and experience are required. Must have experience working in a fast-paced environment is required. This position requires flexibility, the ability to work overtime, and strong organizational skills. The ideal candidate demonstrates initiative by independently following up on pending matters, maintains exceptional attention to detail, and possesses strong proofreading skills. Must be able to interact well with a diverse group of people, adjust to changing situations, exercise tact, discretion, and diplomacy in carrying out responsibilities, and able to handle multiple tasks. Must be able to prioritize and manage a variety of responsibilities with minimal supervision. Excellent written and oral communication skills are required when presenting information and responding to questions from internal and external customers in one-on-one or group situations. Incumbent must be able to write business correspondence and procedure manuals plus compose memos, letters, and e-mails. Also, must be able to read, analyze, and interpret general governance publications and documents related to activities of the Board of Trustees, Presidential Ceremonies, and Campus-wide committees. Individual must have advanced skills using Microsoft Office Suite (Word, Excel, and PowerPoint) and Adobe Acrobat. Experience with Outlook, Banner, online web conference systems, and electronic board books such as Diligent or BoardVantage is highly desired. The ability to create flyers/brochures, databases, presentations, graphs, forms, and merge spreadsheets with formulas is essential.

Preferred Qualifications

Bachelor's degree preferred. Prior administrative work experience in a higher education setting is preferred. Preference for experience in legal or compliance related work environment.

Certifications, Licenses, Restrictions

NONE

Physical Demands

While performing the duties of this job, the employee is regularly required to: sit, use hands and fingers to operate computer and office equipment, talk, and hear. The employee is frequently required to: stand, walk, and reach with arms and hands. The employee is occasionally required to: climb or balance, stoop, or crouch, taste and smell, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include ability to adjust focus.

Full Time/Part Time:

Full-time

Work Location/Schedule

This position is eligible for a hybrid work arrangement.