Senior Administrative Assistant-Student Affairs

Job description

Posting Details

Position Information

Job TitleSenior Administrative Assistant-Student AffairsJob Summary

Execute advanced, complex, and comprehensive level administrative functions for a department (s) and/or assigned supervisor(s).

Essential Duties and Responsibilities

Senior Administrative Assistants may perform the following types of duties:

•Perform advanced duties directly involved with one or more major responsibilities such as:
○Preparation of grant proposals, awards tracking and maintenance of grant budgets;
○ Processing of highly sensitive information such as student pay, evaluations, student registration, or
student insurance records;
○Representing Spelman College outside of the office such as serving as a co-advisor to a department sponsored student club or organization;
○Management of a special program such as operation of the summer pre-student program;
oProviding comprehensive administrative assistance and support to all faculty and students in the department;
oAdminister a database and produce general reports;
oConduct internet related research;
•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
•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
•May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through)
•Perform 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 comprehensive administrative assistance and support to all faculty in the department
•Reserve facilities for meetings and 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 for the director and manage the department calendar;
•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
•May provide general instructions to general college students

Required Qualifications

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

This position requires strong customer service focus, communication, and time management skills. 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. Requires the ability to type 55 wpm.

Preferred QualificationsCertifications, Licenses, Restrictions Physical DemandsShiftDays% Travel Required0%Full Time/Part TimeFull-timeFLSANon-ExemptNumber of Vacancies1Anticipated Candidate Start DatePosition End Date (if temporary) Posting Detail Information

Posting NumberSC0188PPosting Open Date08/05/2019Posting 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 (*).

    Documents Needed To ApplyRequired Documents
    1. Resume
    Optional Documents
    1. Cover Letter of Interest

     

     

     

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    Job No:
    Posted: 8/5/2019
    Application Due: 2/3/2020
    Work Type:
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