Administrative Assistant 10 Months

Position Title Administrative Assistant 10 Months Position Summary Provide administrative and clerical duties for a department(s( and/or assigned supervisor(s). Essential Duties and Responsibilities Serve as point of first contact for the Department. Greet administrators, visitors, students, faculty, and staff. Answer general and detailed inquiries or direct them appropriately. Answer, screen, and direct telephone calls. Act as an administrative liaison for the Department Chair with internal and external sources. Use independent judgment to initiate, process, and maintain records of the department's college budget and multiple grant budgets. This includes maintaining an accurate record of expenditures and reconciliations on a regular basis. Keep manager(s) informed of account status and serve as liaison to research and resolve discrepancies Arrange travel for faculty/staff and guest: Coordinate travel reservations (airline, hotel) with the College travel agent. Process registrations, expense reports, van/car rentals, student travel forms. Prepare and review expense reports for the Department Chair and faculty Collect, organize, and maintain highly sensitive and confidential information. This includes disseminating correspondence, maintaining filing systems, arranging travel, and obtaining necessary services in general support for the appropriate process, including but not limited to, faculty, staff, guest speakers, and/or consultants. Handle purchases, check requests: Prepare purchase requisitions and check requests. Keep running budget worksheet up to date. Maintain inventory of supplies, including printer cartridges, paper, and other items for the departmental office, faculty offices, and laboratories. Order instructional and office supplies according to request. Work with Banner system to maintain departmental and grant 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. Organize, maintain, and secured files of purchase and other departmental documents including computer based files; also provide copies to the department chair for record keeping purposes; Assess supply needs and maintain inventory of, office supplies and accessories (including telephones, keys, etc.). Also, in collaboration with the Chair, faculty and Lab Director, secure supplies and lab and office equipment (including textbooks, computers, printers, etc.). Track orders, verify accuracy and resolve discrepancies. May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through); Carry out clerical duties such as copying, 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); Prepare information for the department and/or supervisor(s) as requested; Prepare periodic newsletters and/or flyers for distribution in the department; Provide administrative assistance and support to all faculty in the department; Reserve facilities, coordinate meals and/or refreshments; Monitor the status of the facilities (classrooms, laboratories, office area) and make arrangements for needed repairs (e.g., notify Facilities Management if something is not functioning properly); Schedule appointments, plan and make arrangements for luncheons and meetings, reserve facilities; Serve as receptionist for the Department and/or supervisor(s); Coordinate mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis; Process faxed, e-mail, or web-based applications and materials; Provide general instructions to general college students. Required Qualifications High School Diploma and three years of related work experience are required. This position requires strong customer service focus, excellent communication, verbal and time management skills. 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 providing information and responding to questions from students, parents, employees, and the general public in one-on-one or group situations. 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 basic level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint) which include such things as typing basic letters and memos. In addition to producing correspondence, duties may involve assignments that require creating brochures or spreadsheets. Must be capable of using Lotus Notes, Banner Financial Module, and Internet. Preferred Qualifications Some college is preferred. Certifications, Licenses, Restrictions NONE Physical Demands While performing the duties of this job, the employee is regularly required to: reach with hands and arms, walk, stand, sit, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee is occasionally required to: stoop, climb, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus. Shift Days % Travel Required 0% Full Time/Part Time Full-time Work Location/Schedule: This position is eligible for a hybrid work arrangement. FLSA Non-Exempt Number of Vacancies 1 Anticipated Candidate Start Date Position End Date Posting Detail Information Posting Number SC0740P Posting Open Date 10/24/2024 Posting Closing Date Open Until Filled Yes Special Instructions to Applicants 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 Vaccination Protocol Due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College strongly recommends that faculty, staff, and students receive a COVID-19 vaccine and adhere to all health and safety guidelines. If you have any questions please contact: Yemi Brown, PharmD Manager of COVID-19 Operations, at ibiyemibrownspelman.edu