Budgets and Contracts Operations Coordinator
Spelman College

Job Info

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Job Title:

Budgets and Contracts Operations Coordinator

Job Summary:

The Budget and Contracts Operations Coordinator is responsible for providing advanced, complex, and comprehensive level administrative functions for the Director and staff in the Office of Budgets and Contracts.

This position will maintain the departmental data management systems and coordinate and assist with implementing divisional technology-related projects. This position will be responsible for the set-up of grant, fund, and budget records in BANNER.

Essential Duties and Responsibilities:

• Assists Business and Finance Technology Operations Specialist with tracking divisional projects
• Assists with the development of divisional forms in eTrieve
• Processes highly sensitive information
• Imports and exports data between Excel, BANNER, and other software platforms to generate reports based on data analysis.
• Works between several electronic databases to update electronic files with pertinent documentation (i.e. grant award documentation and grant budgets)
• Assists Associate Director with the development, implementation, and maintenance of position control module in BANNER
• Develops and implements monthly archival system of electronic files to ensure data integrity and storage
• Makes recommendations for process and procedural changes to Director regarding electronic processing and BANNER and Lotus Notes databases
• Conducts internet-related research;
• Assists Budgets and Contracts team and VP with drafting and editing budget reports and other documents
• Serves as the first point of contact for the Department to assist students, faculty, staff, and visitors, answer general inquiries; and answer and direct telephone calls;
• Handles purchases, check requests, and travel arrangements and maintains the appropriate files and copies for the office
• Maintains inventory of and orders office supplies, instructional supplies, and equipment;
• Performs advanced clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings;
• Assists in the daily processing of budget adjustments in accordance with College policies;
• Develops and maintains shared drives, Smartsheets, and other web-based accounts for file sharing.
• Assist Budgets & Contracts staff with developing PowerPoint presentations
• Prepares periodic newsletters and/or flyers for distribution to the campus community;
• Reserves facilities for meetings and coordinate meals and/or refreshments;
• Monitors the status of the facilities (office area) and makes arrangements for needed repairs (e.g., notify Facilities Management if something is not functioning properly);
• Schedules appointments for the director and manages the department calendar;
• Coordinates mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis. Process faxes, e-mails, and web-based applications and materials;
• Documents database changes and procedures for maintenance
• Assists with BANNER project implementation, maintenance, and troubleshooting
• Serves as point-of-contact for BANNER services in conjunction with Associate Director
• Reviews and edits departmental and divisional documents

Required Qualifications:

Bachelor's degree preferred. A high school diploma and a minimum of five-seven years of related work experience or an equivalent combination of education and experience are required.
Experience with data analysis preferred.

This position requires strong customer service focus, communication, and time management skills. A professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail are required.
Work requires fact-finding and compilation skills plus the ability to perform a variety of tasks simultaneously, at times with little supervision. Must demonstrate initiative while working in a fast-paced environment.Excellent oral communication skills are required when providing information and responding to questions from faculty and staff (including Senior Team and the President) students, parents, employees, and the general public in one-on-one or group situations.

The incumbent must be able to write business correspondence and edit documents such as business correspondence, reports, graphics, etc. Good proofreading skills are essential. Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals.

To perform this job successfully, an individual must have the ability to perform intermediate-level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint), and database management skills. In addition to producing formal business correspondence, memos, and e-mails, duties may involve assignments that require creating mail merges, flyers, brochures, PowerPoint presentations, and spreadsheets using formulas and pivot tables.

Experience using Outlook and the Banner Financial Module is a plus. The individual must have extensive experience managing budgets and the ability to conduct comprehensive internet searches. Must be proficient in one or more applications such as SmartSheets, Lucid Chart, and Google Forms which are essential components of the job.

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 :

NA

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.

Shift:

Days

% Travel Required:

0%

Full Time/Part Time:

Full-time

FLSA:

Non-Exempt

Number of Vacancies:

1

Posting Number:

SC0529P

Posting Open Date:

01/25/2023

Open Until Filled:

Yes

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 Testing and Vaccination Protocol:

Due to the ongoing pandemic, Spelman College has instituted a COVID-19 testing requirement. You will need to provide a negative COVID-19 test result within five (5) days of your start date. Acceptable tests include: PCR, Rapid Antigen, or results of an at home self-test. When providing test results of an at home self-test, your full name and test date must be written down legibly alongside your final results. The cost related to testing is not a reimbursable expense by the College. Please email your negative test results to Yemi Brown, PharmD Manager of COVID-19 Operations at ibiyemibrown@spelman.edu prior to your first day on campus.

In addition, due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College requires up-to-date COVID-19 vaccination of all faculty, staff, and students (collectively "Campus Community") that have job duties, attend classes, or are otherwise present on campus. You will need to submit proof of up-to-date COVID-19 vaccination (full vaccination and a booster) prior to your first day on campus or you may seek a medical or religious exemption to the vaccination requirement by providing the necessary documentation to: Yemi Brown, PharmD Manager of COVID-19 Operations, at ibiyemibrown@spelman.edu. Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve.

It is our hope to minimize transmission of the coronavirus in the workplace and academic setting by requiring occupational protection such as requiring face masks be worn indoors, encouraging frequent handwashing and promoting adherence to the community testing cadence.

This job has expired.