Administrative Assistant

Spelman College (Old); Poland; Hybrid; PLN 136,000 - 182,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

Spelman College seeks an Administrative Assistant for the Student Success Program to provide essential support, manage schedules, communications, and budgets, and assist with projects as needed.

The role requires strong customer service, excellent communication, and the ability to manage multiple tasks in a dynamic college environment. A hybrid work arrangement is available, with emphasis on accuracy and timely processing.

Qualifications

• High School Diploma and three years related work experience are required.
• Some college is preferred.
• Strong customer service focus and excellent communication, verbal and time management skills.
• Proficiency with Microsoft Office Suite; ability to type 45 wpm.

Responsibilities

• Serve as the first point of contact for the Student Success Program, greeting visitors and directing inquiries.
• Arrange travel for faculty, staff and students, including airfare, hotels, and related registrations.
• Prepare purchase requisitions and check requests; maintain budget worksheets.
• Maintain inventory of supplies and manage office equipment and facilities coordination.

Skills

Customer service

Communication

Time management

Typing 45 wpm

Multitasking

Priority management

Education

High School Diploma

Three years related experience

Some college preferred

Tools

Microsoft Office Suite

Banner Financial Module

Lotus Notes

Internet

Job description

Applicants must be legally authorized to work in the United States at the time of hire and must maintain authorization throughout employment. This position is not eligible for sponsorship. This position is contingent upon the availability of sufficient funding.

Position Title

Position Title Administrative Assistant

Position Summary

The Administrative Assistant for the Student Success Program supports the office by providing administrative support to ensure timely and proper customer service and communication to students, faculty and staff. This position also provides administrative and project management support including the management of schedules, meetings, internal and external communications, budget requisitions, and supporting activities of the program, as necessary.

Essential Duties and Responsibilities

• Serves as point of first contact for the Student Success Program. Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls.
• Arrange travel for faculty/staff and students:
  • Coordinate travel reservations (air plane, hotel) with the College travel agent;
  • Process registrations, expense reports, van/car rentals, student travel forms.
• 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.
• Follow-up and maintain files of purchase and other documents including computer based files; also provide copies to the department chair/director for record keeping purposes;
• Maintain inventory of and order office supplies, instructional supplies, and equipment;
• 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 staff 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;
• 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;
• Assist in the selection and provide general instructions to general college and/or work study students.
• Serve as liaison between the Director, students, sometimes parents, and most specifically, other divisions of the College
• Reviewing and processing applications (along with the Director) of Graduate Student and work study applicants;
• Supervising the work of the Graduate Assistant and work study students
• Order and maintain Major Field Tests for departments that request use
• Monitor the computer laboratory spaces for student use
• Skilled at managing multiple priorities and tasks simultaneously
• Adaptable and able to adjust quickly to changing priorities
• Strategic thinker who looks ahead to identify opportunities and solutions
• Careful and thorough in completing tasks with accuracy

Required Qualifications

High School Diploma and three years of related work experience are required. Some college is preferred.

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. Requires the ability to type 45 wpm.

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: 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 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

% Travel Required 0%

Full Time/Part Time

Full Time/Part Time Full-time

Work Location/Schedule: This position is eligible for a hybrid work arrangement.

FLSA Non-Exempt

EEO Statement

Spelman College is an Equal Opportunity Employer. We are a smoke-free campus.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply

Required Documents

• Resume
• Cover Letter of Interest

Optional Documents

350 Spelman Lane S.W. Atlanta, GA 30314-4399