"Budgets and Contracts Operations Coordinator"

Budgets and Contracts Operations Coordinator

Company: Spelman College

Job Location:

Category: Sponsored Programs, Grants, and Contracts

Type: Full-Time

Position Summary

The Budgets and Contracts Operations Coordinator is responsible for providing advanced, complex, and comprehensive administrative support to the Director and staff in the Office of Budgets and Contracts. This position conducts budget orientations, maintains the department calendar, updates data management systems, and is responsible for entering budgets into BANNER.

Essential Duties and Responsibilities

• Imports and exports data between Excel, BANNER, and other software platforms to generate reports based on data analysis
• Works across multiple electronic databases to update electronic files with pertinent documentation (e.g., grant award documentation and grant budgets)
• Assists with the maintenance of the position control module in BANNER
• Develops and implements a monthly archival system for electronic files to ensure data integrity and storage
• Recommends departmental process improvements and procedural changes to enhance collegewide efficiency
• Conducts internet-based research
• Assists with drafting and editing budget reports and other documents
• Serves as the first point of contact for the department, assisting students, faculty, staff and visitors; responds to in-person, telephone and email inquiries
• Processes purchases, check requests, and travel arrangements while maintaining appropriate files and documentation
• Maintains inventory and orders office supplies, instructional supplies, and equipment
• Manages mailings and performs advanced clerical duties such as copying, typing correspondence (e.g., letters, reports, proposals, forms, envelopes)
• Assists in the daily processing of budget adjustments in accordance with College policies
• Develops and maintains shared drives, Smartsheets, Sharepoint and other web-based platforms for file sharing
• Assist with developing PowerPoint presentations, forms and dashboards
• Prepares and distributes periodic newsletters and/or flyers for distribution to the campus community
• Reserves facilities for meetings and coordinates meals and refreshments
• Monitors the condition of office facilities and coordinates repairs or maintenance
• Schedules appointments for the Director and manages the department calendar
• Coordinates mail and express shipping receipt and delivery, ensuring timely collection and distribution; processes faxes, emails, and web-based materials
• Documents database changes and maintenance procedures
• Assists with project implementation efforts
• Maintains the department's shared mailbox
• Processes highly sensitive and confidential information with discretion
• Reviews and edits departmental and divisional documents for accuracy and professionalism
• Assists the Business and Finance Technology Operations Specialist with tracking divisional projects, as needed
• Provides support to the Associate Vice President for Business and Financial Affairs and the Senior Vice President for Business and Financial Affairs, as needed
• Other duties, as assigned

Required Qualifications

High school diploma and minimum of five to seven years of related work experience, or equivalent combination of education and experience, are required.

This position requires a strong customer service focus, along with excellent communication and time management skills. A professional demeanor and the ability to interact with internal and external stakeholders with diplomacy and tact are essential. Independent judgment is necessary to plan, prioritize and organize a varied workload with attention to detail. The position also requires fact-finding and compilation skills, as well as the ability to perform a variety of tasks simultaneously, oftentimes with little supervision. The successful candidate must demonstrate initiative and adaptability while working in a fast-paced environment.

Excellent oral communication skills are required for providing information and responding to questions from faculty and staff (including the President and members of the Senior Team), students, parents and the general public in one-on-one or group situations. Incumbent must be able to write and edit business correspondence, reports, and other materials such as graphics and presentations. Strong proofreading skills are essential. The ability to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals is also required.

To perform this job successfully, the individual must demonstrate intermediate-level computer proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint), and possess database management skills. In addition to producing formal business correspondence, memos and e-mails, duties may include creating mail merges, flyers, brochures, PowerPoint presentations, and spreadsheets using formulas and pivot tables. Experience using Microsoft Outlook and the Banner Finance module is a plus. The individual must have experience managing and reconciling budgets and have the ability to conduct comprehensive internet research. Proficiency in one or more applications such as SmartSheet, Lucidchart, and Google Forms is required, as these tools are essential to the position.

Preferred Qualifications

Bachelor's degree preferred. Experience with data analysis preferred.
Experience using Outlook and the Banner Financial Module is a plus.

Certifications, Licenses, Restrictions

N/A

Physical Demands

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

Full Time/Part Time: Full-time

Work Location/Schedule
This position is eligible for a hybrid work arrangement.

Posting Number: SC0846P

Open Until Filled: No

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