Program Operations Specialist
Spelman College

Position Title:

Program Operations Specialist

Execute advanced, complex, and comprehensive level administrative and programmatic functions for a department (s) and/or assigned supervisor(s). Programs/projects supported are of key operational impact, both within and external to the College. This person is responsible for overseeing projects to ensure they are completed in a timely fashion and within budget. The OSETC/DDEP Program Manager or Specialist will perform the following types of duties:

Administrative

• Will serve as first point of contact for the Department. Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls;
• Provide comprehensive administrative assistance and support to the Program Director and students in the department;
• Schedule appointments for the director and manage the department calendar;
• Perform clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings;
• Processing of highly sensitive information such as student pay, evaluations, student registration, or student insurance records;
• Handle purchases, check requests, follow-up and maintain files of purchases and other documents
• including computer-based files; also provide copies to the department chair/director for record keeping purposes;
• Maintain inventory of and order office supplies, instructional supplies, and equipment;
• Coordinate 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;
• Monitor the status of the facilities (classrooms, laboratories, office area) and make arrangements for needed repairs (e.g., notify Facilities Management if something is not functioning properly);
• Assist with scheduling of recruitment visits to campus, workshops, and professional seminar series;
• Arrange travel for faculty/staff, students and visitors; Make arrangements for visitors to the department (for example, reserve local hotel rooms, parking arrangements);
• Reserve facilities for meetings and coordinate meals and/or refreshments;
• Prepare periodic newsletters and/or flyers for distribution in the department and update Dual Degree Engineering Program Website;
• Prepare information for the department and/or supervisor(s) as requested;
• Continue serving as co-administrator for the College's E-Verify services and supporting the Director of Human Resources with this function.

• Assists with management of OSETC/DDEP programming; recommends and participates in the development of program policies and procedures
• Assists with the development and management of annual budget
• Recruits, trains, and assists in supervising graduate and student assistants
• Maintains direct communication with the Office of Career Planning and Placement to resolve any potential scheduling problems;
• Coordinates activities with the Office of Career Planning and Placement which requires that calendar information be shared and that targets of outreach activities not be in conflict;
• Coordinates and publicizes multiple activities during the academic year, in concert with academic departments and other program directors.
• Organizes engaging and appropriate experiences to expose students to varieties of options in science, engineering, and technical careers;
• Assists with the identifying and supporting alumnae programming that supports student development or program enhancements (ie. Mentoring programs, advisory councils, etc.)
• Data manager for student tracking and academic performance within OSETC/DDEP. Administers a database and produce general reports; Conducts regular evaluations and produce corresponding reports for STEM student membership utilizing Spelman STEM academic services;
• Develops and disseminates evaluations for tracking and implementing programmatic change as needed;
• Coordinates and tracks summer enrichment/research activities of OSETC/DDEP;
• Coordinates and implements professional development programming (mentoring/shadowing program(s) with local agencies and engineering professionals);
• Preparation of grant proposals, awards tracking and maintenance of grant budgets; Assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk- through).

Bachelor's degree (preferably in STEM) and two years administrative/coordinator program experience or a minimum of six years of progressively responsible administrative/coordinator program experience or any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities is required.

This position requires strong customer service focus, excellent written and verbal communication skills, time management skills, attention to details with accuracy and adhering to deadlines and time-sensitive matters. 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. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision.
Excellent oral communication skills are required when providing information and responding to questions from students, parents, employees and the general public in one-on-one or group situations. Incumbent must be able to write business correspondence and procedure manuals plus compose memos, letters, and emails. Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Good proofreading skills are essential.

This work requires the ability to perform intermediate level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing correspondence, duties may involve assignments that require creating mail merges, fliers, forms, and spreadsheets using formulas, plus the use of Lotus Notes, Banner Financial Module and Internet navigation.

Computer SkillsMust have advanced level computer software applications in word processing, spreadsheets, database, and presentation software, i.e., Access, Microsoft Project, Microsoft Word, Excel, and PowerPoint, and Internet research skills. Ability to create documents such as brochures, tables, newsletters, and graphs.

STEM Experience.

None.

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: stoop, climb, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.

Days

1% - 25%

Full-time

Non-Exempt

1

07/01/2024

SC0671P

05/01/2024

05/11/2024

No

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.

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 (when eligible) or a single dose of the bivalent vaccine) 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.