Senior Administrative Assistant--Office of Undergraduate Studies

Job Details

Job Title:

Senior Administrative Assistant--Office of Undergraduate Studies

Job Summary:

With minimal supervision, this position reports to the Dean of Undergraduate Studies and provides administrative support for the Dean and two Associate Deans, overseeing the day-to-day administrative activities of the office and special programs/projects.

Essential Duties and Responsibilities:

  • Provide comprehensive administrative assistance and support to all Deans (ex. clerical duties such as filing, copying, typing, scanning, faxing, and mailings; scheduling meetings)
  • Maintains electronic and paper filing system
  • Serve as first point of contact for the Office; welcome students, faculty, staff, and visitors, answer general inquiries, and answer and direct telephone calls
  • Assist and direct student concern (ex. direct students to appropriate forms; suggest who appropriate personnel for handling certain issues; determine students’ eligibility for excused absence based on established criteria)
  • Process highly sensitive and confidential information such as student pay, student registration, etc.
  • Schedule appointments and contact students upon request
  • Reserve facilities for meetings and coordinate, with the financial administrator, meals and or refreshments
  • Retrieve and distribute mail for the Office of Undergraduate Studies
  • Monitor the status of facilities and equipment and make arrangements for needed repairs
  • Make arrangements for visitors to the Office of Undergraduate Studies (ex. parking arrangements, reserve hotel, etc.)
  • Maintain inventory of and order office supplies, instructional supplies, and equipment
  • Provide administrative support for programs and routine operations, as needed
  • Assist Deans with coordinating all convocations
  • Assist with coordinating Domestic exchange program
  • Assist the deans in coordinating first year and sophomore experience courses (i.e., contact speakers, arrange itineraries, manage records, input data from scanners, managing Moodle, interfacing with Bonner Office of Community Service)
  • Assist with coordination of administrative hearings (ex. academic Integrity, grievances, etc.)
  • Assist with the updating of publications of the Office of Undergraduate Studies (ex. course sequence booklet, bulletins, and other publications)
  • Assist in the maintenance of scholarship, fellowship, and summer research opportunities calendar
  • Assist with Early Warning Letters (emails) to students in academic distress
  • Supervise graduate, general college and work study students
  • Maintain syllabi and Memorandum of Understanding (MOU) databases

Required Qualifications:

High School Diploma and five years of related work experience or equivalent combination of education and experience are required. This position requires strong customer service focus, excellent interpersonal, communication, organization, and time management skills. Must be able to work in a fast paced environment while maintaining the highest level of professionalism and composure. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Must show initiative and the ability to handle complex or multiple work assignments. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision.

Must possess a proven ability and/or experience to follow precise directions when required, and to understand and implement non-routine instructions and general policy statements when required. Must achieve high quality work outcomes, meet deadlines and effectively solve problems independently as well as part of a team.

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 and may require advanced levels in one or more applications of 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, creating reports, plus the use of Lotus Notes, Banner Financial Module and Internet navigation. Requires the ability to type 55 wpm.

Preferred Qualifications:

Bachelor’s degree and one year of academic administrative support experience preferred. Social media experience also preferred.



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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.


Working at Spelman College

Spelman College is a prestigious, highly selective historically Black college that prepares women to change the world. Spelman’s holistic liberal arts education empowers women to excel intellectually, think creatively, serve wholeheartedly, act globally, and lead boldly. Located in Atlanta, Spelman College’s multifaceted, person-centered learning community creates lasting bonds of sisterhood and support. Providing an educational experience unlike any other, Spelman embraces a long-standing and life-changing commitment to academic rigor, career development, community involvement, and positive social impact.

Spelman is part of the Atlanta University Center, the largest consortium of historically Black institutions of higher learning in the world. Its partner institutions include Clark Atlanta University, Morehouse College and Morehouse School of Medicine. Spelman shares cross-registration with its undergraduate partners. The AUC institutions also share the newly renovated Robert W. Woodruff Library.

A historic campus of 32 acres, dating back to 1883, Spelman is five minutes west of downtown Atlanta. There are 25 buildings on the lush, well-manicured campus, including a new, silver LEED- certified green residence hall, The Suites, and The Camille O. Hanks Cosby Academic Center, which houses the Spelman College Museum of Fine Art and the state-of-the-art College Archives.

As a result of its dedicated faculty and staff, Spelman College has gained an excellent national reputation and high rankings in the media’s annual college guides. The College ranks among the top 70 Best Liberal Arts Colleges, consistently ranks as a top producer of Fulbright Fellows and Teach For America candidates, and has the distinction of being the leading producer of Black females who go on to earn doctoral degrees in science and engineering.

Spelman College is also home to SpelBots, the first all-women, African-American robotics team to take part in the international RoboCup competition in 2005, long considered the Olympics of Robotics and artificial intelligence. In addition, the Women’s Research and Resource Center, the WISDOM Center and Center for Leadership and Civic Engagement, as well as the College’s departments of art and drama and dance, are among the many esteemed programs that showcase the College’s strengths in the humanities, arts and service leadership.

Dedicated, talented, and well-qualified faculty members are a hallmark of Spelman College. Home to 183 full-time faculty members, Spelman boasts an 11:1 student/faculty ratio, providing students with greater opportunities to engage with professors across disciplines. The William and Camille Cosby Endowed Professorship Program, for example, supports professorships in the fine arts, humanities and the social sciences. It is a multidisciplinary initiative designed to enhance the intellectual, cultural and creative life of Spelman College and its surrounding community. Previous Cosby Chairs include former Atlanta mayor Shirley Franklin; award-winning author and poet Pearl Cleage, C’71; the Rev. Renita Weems; distinguished scholar and economist William Darity, Ph.D.; and Bernice Johnson Reagon, C'70, an internationally known producer, composer and recording artist, and founder of the Grammy Award-nominated a cappella ensemble Sweet Honey and the Rock.

Spelman faculty have a significant impact on the College’s mission to educate students to lead and serve their communities and the world. To this end, Spelman’s iconic representative is the Millenial professor. The College is strengthening its Faculty Development Program to be comprehensive – recruiting and retaining talented individuals who pursue creative, rigorous scholarship and course development within their disciplines and in multidisciplinary ventures. These professors will also lead the way in internationalizing the curriculum.

As part of the College’s strategic plan for 2015, Spelman’s agenda is to strengthen the academic core of the institution. Constituents such as students, faculty, staff, administrators, alumnae, trustees and community partners participate by taking specific actions called GOALS. Spelman’s faculty goals are: global engagement; ongoing professional development; advising students to prepare not only for careers but for lives of success, leadership, and service; leadership through participation in shared governance; and service learning integrated across the curriculum.

The Spelman MILE – My Integrated Learning Experience – forms the foundation of Spelman College’s strategic plan. Symbolizing a transformational journey of learning, the Spelman MILE will ensure key competencies – such as critical thinking, effective communication, quantitative reasoning, and digital literacy – that Millenial students need for personal success. Student GOALS include: global engagement, including at least one meaningful international travel experience; opportunities for undergraduate research and career-related internships; alumnae connections to strengthen our sisterly bonds early on; leadership development focused on individual potential and best practices; and service learning that pairs hands-on community engagement with coursework shared governance.

Each year, the College hosts Research Day in April, as well as Faculty Research Day in October. Both events are designed to showcase excellence in student and faculty research across academic disciplines.

For more information about Spelman, visit

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350 Spelman Lane SW
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