Administrative Assistant (10-months) -- Mathematics Department
Posting DetailsPosition Information Job TitleAdministrative Assistant (10-months) -- Mathematics DepartmentJob Summary
The Administrative Assistant reports directly to the Department Chairperson and provides administrative and clerical duties for the department.Essential Duties and Responsibilities
•May serve as point of first contact for the Department. Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls.
•Arrange travel for faculty/staff and students:
oCoordinate travel reservations (air plane, hotel) with the College travel agent;
oProcess registrations, expense reports, van/car rentals, student travel forms.
•Handle purchases, check requests:
oPrepare purchase requisitions and check requests;
oKeep running budget worksheet up to date;
oMaintain inventory of supplies, including printer cartridges, paper, and other items for the departmental office, faculty offices, and laboratories;
oOrder instructional and office supplies according to requests;
oWork with Banner system to maintain departmental and grant budgets;
oFollow-up on financial documents:
Obtain necessary signatures;
Check on delivery of items;
Track progress in Banner system.
oProvide regular feedback to requester on status of outstanding orders, check requests, etc.
oMaintain copies of all financial documents.
•Follow-up and maintain files of purchase 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;
•Maintain department files to include syllabi, tests, grades and other documents, some of which may contain sensitive or confidential information.
•May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through);
•Carry out clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings;
•Make arrangements for visitors to the department (for example, reserve local hotel rooms, parking arrangements);
•Prepare information for the department and/or supervisor(s) as requested;
•Prepare periodic newsletters and/or flyers for distribution in the department;
•Provide administrative assistance and support to all faculty in the department;
•Reserve facilities, coordinate meals and/or refreshments;
•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);
•Schedule appointments, plan and make arrangements for luncheons and meetings;
•Serve as receptionist for the Department and/or supervisor(s);
•Coordinate mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis;
•Process faxed, e-mail, or web-based applications and materials;
•May provide general instructions to general college students.
•Supervise work-study or general college students who work in the office.
High School Diploma and three years of related work 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, parents, employees, 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. Good proofreading skills are essential.
The ideal candidate will be proficient in the use of the Microsoft Office Suite (Word, Excel, and PowerPoint) which include such things as typing letters and memos. In addition to producing correspondence, duties may involve assignments that require creating brochures or spreadsheets. Must be capable of using Lotus Notes, Banner Financial Module, and Internet. Requires the ability to type 45 wpm.Preferred Qualifications
Some college is preferred.Certifications, Licenses, Restrictions Physical DemandsShiftDays% Travel Required0%Full Time/Part TimeFull-Time 10 monthFLSANon-ExemptNumber of Vacancies1Anticipated Candidate Start DatePosition End Date (if temporary) Posting Detail Information Posting NumberSC0151PPosting Open Date02/28/2019Posting Closing DateOpen Until FilledYesSpecial Instructions to ApplicantsEEO 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.Supplemental Questions
Required fields are indicated with an asterisk (*).
- Cover Letter of Interest