Posting DetailsJob TitleAdministrative AssistantJob Summary
The purpose of this position is to provide administrative office support for the Office of the Associate Vice President for Student Affairs and the Wellness Center to ensure the successful planning, implementation, promotion, and evaluation of programs and activities within the office.Essential Duties and Responsibilities
•Greets and directs visitors of the Office of the Associate Vice President for Student Affairs and the Wellness Center; answer phone inquiries and provide routine information to callers and visitors;
•Provides administrative support to the Associate Vice President for Student Affairs (which includes items such as maintaining and updating AVP’s calendar; copying, typing various forms of correspondence; (i.e. letters, reports, proposals, forms, envelopes)
•Organizes, assembles and/or summarizes information from office files or other sources for the AVP’s use during appointments or meetings;
•Coordinates travel arrangements for AVP and prepares expense reports for submission to Accounts Payable, and may coordinate travel for the guest of the office;
•Assists the AVP in onboarding all students returning to campus from medical and mental health hospitalization;
•Prepares consent forms for student and parental signatures as well as collects discharge correspondence and other documents;
•Orders and organizes office supplies, track expenditures, and confirm the accuracy of invoices;
•Organizes and maintains document records/files for both physical and electronic materials;
•Assists in the development of financial reports and monitor budget line items for the Wellness Center. Ensures proper posting to budget accounts, maintain budget files, and communicate with Budget Office to resolve any budget-related questions.
•Updates the AVP on monthly account balances;
•Supervises the distribution of mail to appropriate office personnel. This includes phone and electronic communications;
•Develops presentation materials and set-up related equipment;
•Reserves facilities, coordinate meals and/or refreshments;
•May assist in the preparation, submission, and follow-up of proposals and budgets
Some college preferred. High school diploma and a minimum of three years of related work experience required.
The incumbent must exercise independent judgment, deal with highly confidential matters, and utilize problem-solving techniques and decision-making skills. Must be able to handle multiple tasks, be customer service oriented, well organized, and detailed oriented. Must create guidelines and enhance procedures that significantly increase efficiency and productivity.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to compose memos, letters, flyers, and other correspondence. The ability to speak effectively while interacting with parents, students, faculty, and staff is essential. Must possess good writing and proofreading skills.
To perform this job successfully, it requires basic level skills in specific Microsoft Office applications and may require intermediate or advanced levels in one or more applications. In addition to producing correspondence, duties may involve assignments that require creating spreadsheets using formulas, tables, creating newsletters, and the use of Lotus Notes, Microsoft Outlook, E-trieve, and Banner Financial Module.Preferred QualificationsCertifications, Licenses, Restrictions Physical DemandsShiftDays% Travel Required1% - 25%Full Time/Part TimeFull-timeFLSANon-ExemptNumber of Vacancies1Anticipated Candidate Start DatePosition End Date (if temporary)Posting NumberSC0255PPosting Open Date10/07/2020Posting 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
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- Cover Letter of Interest