Administrative Coordinator

Overview

Position Title:

Administrative Coordinator

Serves as Administrative Coordinator to provide administrative support to the Board Operations Director. Reporting to the Board Operations Director, this position is responsible for assisting with the efficient and effective execution of all Board meetings and Board of Trustees functions, and other college committees as assigned. Maintains a high level of confidentiality regarding sensitive issues and documents and acts with discretion in all matters pertaining generally to the business of the College and specifically to the offices of the Board of Trustees and President.

• Oversees travel and other arrangements for the meetings of the Board of Trustees and other activities designated by the Board Operations Director; tracks and monitors the expenses and other items related to these functions.
• Performs functions necessary to facilitate effective and efficient meetings, including working closely with the Board Operations Director, and Senior Team assistants, as well as the trustees’ assistants to oversee the planning and preparation of agendas, meeting materials, and any associated events in advance of each meeting of the Spelman Board or involving Trustees.
• Maintains the records and documents associated with the meetings of the Board with minimal supervision.
• Attends the assigned Committee and the full Board meetings for purposes of recording, writing, and distributing minutes in a timely fashion. Supports the various committee liaisons as needed. Maintains records associated with other College meetings and committees.
• Collects, maintains, and analyzes statistical data and produces reports pertaining to the Office of the Board of Trustees (e.g., trustee participation and renewal, demographics, conflicts of interest, annual assessments); assist with the dissemination, collection, and maintenance of records pertaining to awards and honors (e.g., National Community Service and Honorary Degree Awards).
• Prepares correspondence, including memoranda and reports as assigned, manages incoming and outgoing correspondence, and ensures prompt and proper flow of materials as directed by the Board Operations Director.
• Oversees monitoring, tracking, and reconciliation of budgets assigned to the Office of the Board of Trustees. Makes standard budgetary decisions and maintains all financial/accounting records for the office to ensure accurate purchasing, billing, and financial records; reporting methods; and compliance with the College’s budget guidelines. Produces regular budget reports for assigned budgets, using the current operating and technical systems utilized by the College.
• Provides ongoing project management support, including executive administrative and clerical support for the Board Operations Director, including presidential assignments, calendaring and travel arrangements.
• Assists with inventory of office supplies, prepares requisitions and check requests for supplies, equipment and consultants.
• Provides high level administrative support for planning and executing all events hosted by the Office of the Board of Trustees, including the biannual retreat which involves, for example: coordinating site visits and collaborating with other constituencies (e.g., conference organizers, Facilities Management Services, caterers) to ensure appropriate arrangements are made to accommodate the needs of attendees and high-profile guests.
• Assists with compilation of materials needed for various auditors and accreditation teams to ensure records are maintained and disseminated according to policies and procedures (e.g., COI and SACS). Maintains records and documentation on Board Resolutions and matters related to accreditation.
• Manages internal and external web presence of the Office of the Board of Trustees. Serves as liaison to the Webmaster. Routes Board information to the Webmaster for posting on the College’s website; creates Adobe PDF files from Microsoft documents, uploads those files to electronic board portal in a timely manner, disseminating updated information to the College Community via web and email blast.
• Serves as the…