Administrative Assistant for eSpelman Operations

Spelman College (Old)

Poland

On-site

PLN 50,000 - 70,000

Full time

14 days+

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Job summary

A well-established educational institution is seeking an Administrative Assistant for eSpelman Operations. The role involves overseeing daily administrative activities, providing support to the Associate Vice President, and coordinating travel arrangements. Candidates should possess a high school diploma, relevant experience, and strong communication skills. This full-time position requires onsite work in Poland and is not eligible for remote options. Excellent organizational and Microsoft Office skills are required.

Qualifications

High School Diploma and three years of related work experience.
Strong customer service focus and excellent communication skills.
Basic to intermediate skills in Microsoft Office applications.

Responsibilities

Oversee day-to-day administrative activities of the office.
Provide clerical duties for the Associate Vice President.
Coordinate travel arrangements for the department.

Skills

Customer service orientation

Excellent communication skills

Time management

Proficiency in Microsoft Office

Proofreading skills

Education

High School Diploma

Some college (preferred)

Tools

Microsoft Office

Banner Financial Module

Job description

Administrative Assistant for eSpelman Operations

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 for eSpelman Operations

Position Summary

The Administrative Assistant for eSpelman Operations will oversee the day-to-day administrative activities of the office. The Administrative Assistant will provide administrative and clerical duties for the Associate Vice President for eSpelman Operations.

Essential Duties and Responsibilities

May serve as point of first contact for eSpelman operations and eSpelman students. Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls.
Makes travel arrangements for the Associate Vice President for eSpelman Operations:
- Coordinates travel reservations (airline, hotel etc.) with the College travel agent;
- Processes registrations, expense reports, van/car rentals, student travel forms.
Prepares purchase requisitions and check requests;
Keeps running budget worksheet up to date;
Maintains inventory of supplies, including printer cartridges, paper, and other items for;
Orders instructional and office supplies according to request;
Works with Banner system to maintain departmental and grant budgets;
Provides follow-up on financial documents:
- Obtain necessary signatures;
- Check on delivery of items;
- Processes invoices;
- Tracks progress in Banner system.
Provides regular feedback to requesters on status of outstanding orders, check requests, etc.
Maintains copies of all financial documents.
Follow-up and maintains files of purchase and other documents including computer-based files;
Maintains 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);
Carries out clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings;
Makes arrangements for visitors to the department (for example, reserve local hotel rooms, parking arrangements);
Prepares PowerPoint presentations for eSpelman meetings and workshops
Prepares information for the department and/or supervisor(s) as requested;
Prepares periodic newsletters and/or flyers for distribution;
Reserves facilities, coordinate meals and/or refreshments;
Schedules appointments, plans and makes arrangements for luncheons and meetings;
Serves as receptionist for the Department and/or supervisor(s);
Coordinates mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis;
Processes faxed, e-mail, or web-based applications and materials;
May provide general instructions to eSpelman 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 position requires basic level skills in specific Microsoft Office applications and may require intermediate or advanced levels in one or more applications. In addition to producing correspondence, duties may involve assignments that require creating spreadsheets using formulas, tables, creating newsletters, and the use of Outlook and Banner Financial Module.

Preferred Qualifications

Some college is preferred.

Physical Demands

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: reach with hands and arms, 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 the ability to adjust focus.

Shift

Shift Days

% Travel Required

% Travel Required 0%

Full Time/Part Time

Full Time/Part Time Full‑time

Work Location/Schedule:

Work Location/Schedule: This position requires onsite work and is not eligible for remote work.

FLSA

FLSA Non‑Exempt

Number of Vacancies

Anticipated Candidate Start Date