Program Coordinator for the Center of Excellence for International Strategic Studies (Grant-Funded)

Position Summary
The Program Coordinator for the Center of Academic Excellence for International Strategic Studies program reports directly to the Director of the grant. Under the direction of the Director, the incumbent helps manage and coordinate the day-to-day CAE administrative and budget activities. The individual will manage multiple tasks simultaneously and may deal with materials that are sensitive and confidential in nature.

Essential Duties And Responsibilities
Provides administrative support for the grant-funded program leadership by: Responding to emails and phone messages about the Program; Coordinates meetings hosted by the Program leadership, including the core personnel and Steering Committee; Interfacing with key units of the College (e.g., Office of the President, Office of the Provost, Office of Research, Innovation, & Collaboration, and Office of Strategic Communications & Marketing) as needed to manage activities; Maintaining the calendar of key program events, websites, and social media accounts; Maintaining a database of key announcements and invitations from the grant funder, other grant funded institutions or external organizations. Manages budget and procurement functions for the program. This could include: Placing orders, assisting with monitoring and receiving shipments, and providing correspondence to the end-user regarding the status of orders; Working with Accounts Payable to ensure prompt approval and payment of invoices; Monitoring, and reconciling program budget and documents related to expenditures (and appropriate budget adjustments); Maintaining inventory of and ordering office supplies; Arranging travel for faculty/staff (for example, reserve hotel rooms, flights, registration, and ground transportation); Processing travel expense report, and disbursement of other funds for faculty, students and staff on behalf of the Director; Working with Procurement Services to resolve purchasing questions; Coordinating with key persons to ensure orders are received and properly inventoried; Maintaining software used to manage expenditures and documents related to expenditures (and appropriate budget adjustments); Prepares quarterly grant financial reports for funder; Processing paperwork for stipends, per diems, and the disbursement of other funds; Ensuring invoices and payments are processed for subaward recipients and consultants. Provides information/data management support by: Developing methods for tracking, maintaining, and archiving confidential files, reports, presentations, agendas, and action items; Creating and maintaining spreadsheets, shared drives, central data repository, and web- based accounts for file sharing; Actively conducting research to identify best practices and resources that would be beneficial for the research enterprise at the College; Assisting with the collection and storing of documentation related to shared service agreements, policies, and standard operating procedures (SOPs); Gathering information and drafting responses (for review and approval) to data requests/reports from internal constituents (in the AUC ), state and federal agencies, and other external organizations. 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 ).

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

Required Qualifications
High school diploma and a minimum of five years of administrative and/or project management experience, or an equivalent combination of education, experience, and training, is required, preferably in a college/university setting. The ideal candidate for this position is self-motivated, resourceful, and proactive; additionally, has a strong work ethic, excellent organizational, budget, and time management skills. The incumbent must possess: excellent oral and written communication skills strong interpersonal skills and customer service focus professional demeanor with the ability to interface with internal and external constituents/stakeholders with respect, diplomacy, tact, and confidentially. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus the ability to perform a variety of tasks simultaneously, at times with little supervision. The ability to work effectively under pressure, be proactive, demonstrate initiative, and promote teamwork is a key asset in the role. The individual must be able to write business correspondence, compose memos, letters, e-mails, reports, procedure manuals, revise grant proposals, and may assist with drafting – publications/articles. They must also be able to read, analyze, and interpret documents such as policy guidelines, reports, requests for grant proposals, procedure manuals, and operating and maintenance instructions. Good proofreading skills are essential. The individual must have excellent record maintenance and database management skills, and/or the appropriate aptitude to learn quickly. To perform this job successfully, an individual must have advanced level computer skills using Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing written correspondence and e-mails, the utilization of formula-embedded spreadsheets/Smartsheet, database management skills, navigating Banner Financial Module, Softdocs applications and Internet navigation are essential components of the job.

Preferred Qualifications
Bachelor’s degree preferred Educational background in International Affairs or Political Science is a plus.

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