Administrative Assistant - Office of Career Planning & Development

This position is responsible for providing administrative and clerical duties for department and/or assigned supervisor(s). Position is critical in serving all stakeholders (students, faculty, staff, parents, employers, alumnae, graduate/professional schools, etc.) who play a vital role in transitioning our students into a graduate/professional school opportunity or full-time job after graduation. This person will serve as the first point of contact for the Department, and sets the initial tone with the stakeholder, and will determine their degree of interaction with the department thereafter.

• Schedules internal as well as external appointments for the Director.
• Welcomes students, faculty, staff and visitors; answer general inquiries; respond and direct telephone calls as appropriate; check and reply to voicemail messages.
• Coordinates travel arrangements for staff with college travel agent, as needed.
• Prepares and submits purchase requisitions and check requests using the campus purchasing system, SpelShop.
• Collects and distributes department mail on a daily and timely basis as well as manages mail and express shipping receipt and delivery as needed.
• Composes work schedules and assignments for work study and/or general college students
• Schedules meeting space for departmental meetings and events.
• Performs clerical duties such as copying, typing forms/envelopes, mailing and ordering office supplies.
• Facilitates student sign-ups for department programs and events.
• Assists in creating, distributing and posting of appropriate fliers for the office.
• Records and distributes minutes from department meetings.
• Works with Banner to maintain departmental and grant budgets.
• Monitors the status of departmental facilities (furniture, office equipment, etc.) and schedules repairs as necessary.
• Supports the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through).
• Performs basic functionality of campus recruiting database (Handshake) as well as the virtual career center platform, uConnect.
• Assists with creating, compiling and reporting of both the First Destination Survey and the 6-Month Graduate Placement Survey.
• Approves daily job postings, recruiting events and prospective employers in Handshake.
• Monitors and responds to email messages received in departmental inbox.

High School diploma and three (3) years of related work experience is required. A College degree is preferred.This position requires excellent communication and organizational skills as well as the ability to handle multiple tasks in a high-traffic, fast-paced working environment with high call volume. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.Excellent oral communication skills are required when presenting 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.To perform this job successfully, an individual must have intermediate skills using Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing correspondence, duties may involve assignments that require creating spreadsheets using formulas, tables, newsletters, and the use of Lotus Notes and Banner Financial Module. Requires the ability to type 55 wpm.

A College degree is preferred.

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

Days

1% - 25%

Full-Time 10 month

Non-Exempt

1

SC0462P

08/08/2022

Yes

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.

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.