Grants Support Coordinator

Posting Details

Position Information

Position Title

Grants Support Coordinator

Position Summary

The Grants Support Coordinator reports directly to the Division Chair for Natural Sciences & Mathematics and will be primarily responsible for providing administrative support to faculty in the Division of Natural Sciences and Mathematics on their externally-funded grants. There may be other duties as assigned by the Division Chair. The individual will be managing multiple tasks simultaneously and may deal with materials that are sensitive and confidential in nature.

Essential Duties and Responsibilities

A. Manages budget and procurement functions for divisional faculty and for the Division Chair for grant budgets from federal agencies, foundations or corporations, and any other budgets as assigned. This may include, but not limited to :

• Develops and implements comprehensive strategies to acquire and manage procurement-related requests;
• Creates requisitions in SpelShop for ordering supplies, creating purchase orders, and invoicing;
• Submits check requests in SpelShop for student stipends, travel, and other reimbursements;
• Assists vendors with completion of vendor profiles, independent contractor agreements, guest speaker forms, sole source justification forms, and ACH forms for direct deposit;
• Works closely with Accounts Payable to ensure prompt approval and payment of invoices;
• Collaborates with colleagues in the offices of Spelman Technology Services (STS), Environmental Health & Safety Compliance (EHSC), and Facilities Management & Services (FMS) to secure approvals for special requests for equipment;
• Coordinates with the appropriate individuals to ensure orders are received, properly inventoried, and tracked as necessary; Manages and monitors the process to completion.
• Provides correspondence to the end-user regarding the status of orders;
• Maintains spreadsheets (Excel or Smartsheets) and documents related to expenditures (and appropriate budget adjustments) for all budgets managing;
• Reconciles budgets in Ellucian Banner, ensures that all journal entries are posted to the correct budget account lines, and interfaces with Administrative Services to resolve budget and vendor disputes;
• Submits budget transfer requests after consulting divisional faculty and receiving approved budget justifications and College policies on allowable transfers;
• Processes paperwork for stipends, per diems, summer salary, and the disbursement of other funds for faculty and the Division Chair on their grants.

B. Provides programmatic support for divisional faculty with grants, which may include, but not limited to :

C. Works closely with ORIC's Research Development & Sponsored Programs Unit (Grants Specialists), Foundation Relations in Institutional Advancement, and Budgets & Contracts on post-award management of externally-funded grants.

D. Participates in budget orientation meetings with new awardees.

E. Supports management with information and reports by doing the following :

F. Assists divisional faculty in managing student activities related to grant-funded scholarships :

G. Participates in professional development seminars, workshops, and conferences; and stays abreast of current trends related to research administration, which may include learning topics to become a certified research administrator (CRA).

H. Supervises general college work-study students, when needed.

Required Qualifications

Bachelor's degree and four years of administrative / grant management experience, or an equivalent combination of education, experience, and training is required, preferably in a college / university setting.

This position requires strong customer service focus, attention to detail, and time management skills. Professional demeanor with the ability to interface with internal and external customers with diplomacy, tact, and confidentiality is essential. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously. Must possess the aptitude to learn quickly.

Excellent oral communication skills are required when providing 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 and procedure manuals plus compose memos, letters, and e-mails. Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, proposals, award documents, and procedural manuals. Good proofreading skills are essential.

To perform this job successfully, an individual must have advanced level computer skills using the Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and Adobe. In addition to producing correspondence, memos and e-mails, duties may involve assignments that require creating mail merges, fliers, newsletters, fillable forms, PowerPoint presentations, tables, graphs, and spreadsheets containing formulas and pivot tables.

Preferred Qualifications

The use of applications such as SmartSheets, Qualtrics, Google Forms, and social media platforms are strongly preferred.

Certifications, Licenses, Restrictions

OSHA, HAZMAT, and First Aid training are a plus. Individuals will be required to complete HAZMAT and First Aid training upon hiring.

Physical Demands

While performing the duties of this job, the employee is regularly required to : sit, walk, use hands to handle office supplies, operate 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 : climb, and lift and / or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.

Shift

Days

Travel Required

Full Time / Part Time

Full-time

Work Location / Schedule :

This position requires onsite work and is not eligible for remote work.

FLSA

Non-Exempt

Number of Vacancies

Anticipated Candidate Start Date

Position End Date

Posting Detail Information

Posting Number

SC0751P

Posting Open Date

11 / 20 / 2024

Posting Closing Date

Open Until Filled

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.

COVID-19 Vaccination Protocol

Due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College strongly recommends that faculty, staff, and students receive a COVID-19 vaccine and adhere to all health and safety guidelines.

If you have any questions please contact : Yemi Brown, PharmD Manager of COVID-19 Operations, at ibiyemibrown@spelman.edu