Senior Administrative Assistant (Office of Science, Engineering and Technical Careers (OSETC) 1...

Job description

Job Title:

Senior Administrative Assistant (Office of Science, Engineering and Technical Careers (OSETC) 10-months

Job Summary:

Execute advanced, complex, and comprehensive level administrative and programmatic functions for a department (s) and/or assigned supervisor(s). The OSETC Senior Administrative Assistant may perform the following types of duties.

Essential Duties and Responsibilities:

•Performs advanced duties directly involved with one or more major responsibilities such as:
oPreparation of grant proposals, awards tracking and maintenance of grant budgets; May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through)
Processing of highly sensitive information such as student pay, evaluations, student registration, or student insurance records
oAssist with management of a special program, such as operation of student enrichment programs
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
•Serves as point of first contact for the Department. Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls;
•Tracks student academic performance with developed database. Conduct regular evaluations and produce corresponding reports for STEM student membership utilizing Spelman STEM academic services.
•Develops and disseminate evaluations for tracking and implementing programmatic change as needed
•Arranges travel for faculty/staff, students and visitors; Make arrangements for visitors to the department (for example, reserve local hotel rooms, parking arrangements)
•Handles 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
•Maintains inventory of and order office supplies, instructional supplies, and equipment;
•Performs clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings
•Prepares information for the department and/or supervisor(s) as requested
•Prepares periodic newsletters and/or flyers for distribution in the department
•Provide comprehensive administrative assistance and support to all faculty in the department
•Reserves facilities for meetings and coordinate meals and/or refreshments

Required Qualifications:

Bachelor’s degree preferred, and a minimum of five years of related work required or an equivalent combination of education and experience required. Knowledge and experience working in STEM field a plus.

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, and 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, Access, Excel, and PowerPoint). The position may require advanced skills in some applications. In addition to producing correspondence, duties may involve assignments that require creating mail merges, brochures, graphs, forms, and spreadsheets using formulas, plus the use of Lotus Notes, Banner Financial Module and Internet navigation.



% Travel Required:


Full Time/Part Time:

Full-Time 10 month



Number of Vacancies:


Posting Number:


Posting Open Date:


Open Until Filled:


EEO 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.




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 9/23/2020
Application Due: 3/23/2021
Work Type: Full Time