Job Title:

Senior Administrative Assistant

Job Summary:

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

Essential Duties and Responsibilities:

· Serve as point of first contact for the office. Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls.· Prepare minor recruitment publications for distribution and communication to prospective
students and various other college constituents; which including drafting and/or proofreading of information;· Create, generate and maintain some databases and reports to support recruitment efforts;· Make and/or suggest minor web content updates;· Conduct research (including internet research) for benchmarking and other planning tools;· Organize and execute administrative logistics for programs and recruitment projects: such as
providing support for campus tours, Spel–Bound; work with the Counselors on events they may have;· Arrange travel for faculty/staff, students and alumnae assigned to admissions recruitment
activities:

• Coordinate travel reservations (air plane, hotel) with the College travel agent;
• Process registrations, expense reports, van/car rentals, student travel forms and appropriate liability paperwork for non-employees.

· Arrange travel for staff and/or Director; schedule appointments and manage Director calendar;· Prepare purchase requisitions and check requests and all paperwork for Admissions expenses:

• Keep running budget worksheet up to date for all admissions activities;
• Maintain inventory of supplies, including printer cartridges, paper, brochures, stationery, and

other items for the departmental office

• Order instructional and office supplies according to request;
• Work with Banner system to maintain departmental budgets;
• Follow-up on financial documents:
• Obtain necessary signatures;
• Check on delivery of items;
• Process invoices;
• Track progress in Banner system.
• Provide regular feedback to requester on status of outstanding orders, check requests, etc.
• Maintain copies of all financial documents.

· Follow-up and maintain files of purchases and other documents including computer based files;· Serve as project manager in selection and implementation of relevant software to support
admissions objectives· Schedule appointments, plan and make arrangements for luncheons and meetings for all (7)
admissions counselors· Maintain inventory of and order office supplies, instructional supplies, and equipment;· Process faxed, e-mail, or web-based applications and materials· Perform clerical duties such as copying, drafting and 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);· Manage the hiring and training process of seasonal student workers· Reserve facilities for meetings and coordinate meals and/or refreshments;· Coordinate mail and express shipping receipt and delivery, including collecting and distributing
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.· Organize and execute administrative logistics for programs and recruitment projects.

Must be available for evening and weekend work during busy periods in the admissions cycle.

Required Qualifications:

High School Diploma and five years of related work experience or 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 and to handle confidential matters. Must demonstrate initiative; and 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–advanced level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint). Must be proficient in creating ad hoc reports and understand the use of relational databases preferably Crystal Report. 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 Qualifications:

Some college preferred.

Physical Demands:

While performing the duties of this job, the employee is regularly required to: sit, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee is frequently required to: reach with hands and arms, walk, and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Shift:

Days

% Travel Required:

1% - 25%

Full Time/Part Time:

Full-time

FLSA:

Non-Exempt

Number of Vacancies:

1

Posting Number:

SC0413P

Posting Open Date:

05/23/2022

Open Until Filled:

Yes

Special Instructions to Applicants:

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

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.

COVID-19 Testing and Vaccination Protocol:

Due to the current pandemic, Spelman College has instituted a COVID-19 PCR Based Testing requirement. You will need to provide a negative COVID-19 PCR test result from an FDA-approved test conducted by a testing site run by a local or state health department or conducted through a licensed health care provider (“Credible Facility”) within 5 days of the start date. Provided the facility is credible, you may take the test at a facility of your choice to be paid for by you. The college does not reimburse for this expense. The results will need to be submitted to Yemi Brown, Manager of COVID 19 Operation, at ibiyemibrown@spelman.edu,cell 832-466-4448 at the start of your first day.
Also, due to the heightened risk of contracting COVID-19 in an unvaccinated population and the spread of new variants, Spelman College is requiring COVID-19 vaccination of all faculty, staff, and students (collectively “Campus Community”) that have job duties, attend classes or are otherwise present on campus. You will need to submit proof of your full vaccination and booster to Yemi Brown at the start of your first day.
It is our hope to minimize transmission of the coronavirus in the workplace and academic setting by requiring occupational protection such as requiring face masks to be worn properly, requiring social distancing, and continuing to encourage frequent handwashing; thereby minimizing the potential transmission of COVID-19 to members of the campus community.