Program Coordinator - SIL

Spelman College (Old)

Poland

On-site

PLN 110,823 - 147,765

Full time

14 days+

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Job summary

A higher education institution in Poland is seeking an Administrative Support professional for the Spelman Innovation Lab. This role involves providing comprehensive administrative assistance, managing financial transactions, and coordinating outreach and events. The ideal candidate will have a High School Diploma and five years of relevant experience, demonstrating strong customer service skills and excellent communication abilities. This position requires onsite presence and is not eligible for remote work.

Qualifications

5 years of related work experience or equivalent combination of education and experience required.
Strong customer service focus and excellent communication skills are essential.
Ability to interpret documents and follow non-routine instructions.

Responsibilities

Provide administrative support to the Spelman Innovation Lab.
Manage financial transactions and maintain budget worksheets.
Assist with events planning and outreach activities.

Skills

Customer service focus

Excellent communication

Time management skills

Ability to solve problems independently

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Google Office Suite

Job description

Applicants must be legally authorized to work in the United States at the time of hire and must maintain authorization throughout employment. This position is not eligible for sponsorship.

This position is contingent upon the availability of sufficient funding.

Position Summary

Support the project activities and provide administrative and clerical support to the Spelman Innovation Lab. This position is responsible for overseeing the day-to-day administration of the Innovation Lab (IL) and its programs, projects and services.

Essential Duties and Responsibilities

Provide comprehensive administrative assistance and support to all Spelman Innovation Lab personnel and programs, current and future, including the research program, the fabrication lab, the entrepreneurship programs, the gaming programs, the summer programs, the academic programs, the student programs, grants and programs that emerge from partnerships and affiliations with partners outside the Innovation Lab.
Provide administrative assistance and support for all programs.
Manage purchasing/requisitions/reimbursements/check requests and other financial transactions for the Spelman IL (Quotes, POs, Receipts, etc.)
Manage dispensing of student stipends and help with timesheet and work hours of student employees.
Keep Innovation Lab running budget worksheet up to date, Initiate budget transfers.
Assist/lead with the events planning elements associated with workshops, hackathons, guest speakers, clubs and other programs of the Innovation Lab.
Prepare materials for the Lab’s website.
Support the outreach activities of the Innovation Lab, including collaborations with K-12, schools, external organizations and other colleges and universities
Maintain electronic and paper filing system as needed.
Serve as the first point of contact for the Lab; Answer and direct telephone calls and emails.
Assist in sending out campus emails for the Spelman Innovation Lab.
Post content to the different Innovation Lab social media outlets as directed.
Assist in preparing periodic newsletters, flyers and/or social media content for distribution.
Assist and direct student and faculty concerns (ex. direct students to appropriate forms; suggest appropriate personnel for handling certain issues)
Post student jobs; Manage and process confidential information such as student pay, student timesheets, etc.
Maintain the Spelman IL calendar; schedule appointments and contact students/personnel upon request.
Reserve facilities for meetings and coordinate with the financial administrator meals and or refreshments.
Make arrangements for routine maintenance of equipment in the Spelman IL
Make arrangements for visitors to the Spelman IL (ex. vendor onboarding, parking arrangements, reserve hotel, communicate/facilitate covid protocols, etc.)
May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through).
Maintain inventory of office supplies, instructional supplies, and consumables
Provide administrative and coordination support for programs, workshops, activities and routine operations, as needed (Spelpreneur, Launchpad,
Provide administrative support for Spelman IL scholarships, grants, and fellowships.
Create and administer surveys and applications (Google Forms) to support the many programs of the Lab.
Assist with inventory management, equipment check-in/check-out system and associated communications.

Required Qualifications

High School Diploma and five years of related work experience or equivalent combination of education and experience are required.

This position requires strong customer service focus, excellent communication, verbal and time management skills. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.

Excellent oral communication skills are required when providing information and responding to questions from students, internal collaborators, external partners, funders, faculty and the general public in one‑on‑one or group situations. Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals.

Must possess a proven ability and/or experience to operate with imprecise guidelines when required, and to understand and implement non‑routine instructions when required. Must be willing to take some initiative to effectively solve problems independently as well as part of a team.

This work requires the ability to perform basic level computer skills using either Microsoft Office Suite or Google Office Suite which include basic use of spreadsheets. Must be capable of learning and using Lotus Notes, Banner Financial Module, Spelshop and other present and future administrative software applications adopted by the College.

Preferred Qualifications

Preferred experience in a college/university setting.

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. The employee is occasionally required to: stand, walk, stoop, climb, taste and smell, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Work Location/Schedule

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

EEO Statement

Spelman College is an Equal Opportunity Employer. We are a smoke‑free campus.

Documents Needed To Apply

Required Documents