Senior Administrative Assistant

Spelman College (Old)

Poland

Hybrid

PLN 186,000 - 261,000

Full time

14 days+

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Job summary

An educational institution is seeking a Senior Administrative Assistant to handle complex administrative functions. The role includes serving as the primary partner to the Director, managing communications, and supporting recruitment efforts. Applicants should have a High School Diploma and five years of related experience, with strong customer service and organizational skills. This full-time position is eligible for a hybrid work arrangement.

Qualifications

Five years of related work experience or equivalent combination of education and experience required.
Strong customer service focus, communication, and time management skills essential.
Excellent oral communication skills required for interactions with students and the public.
Ability to plan, prioritize and organize a diversified workload with attention to detail.
Excellent oral communication skills and ability to write business correspondence, memos, and emails.
Proficiency in Microsoft Office Suite; ability to create ad-hoc reports and use relational databases.

Responsibilities

Act as primary administrative partner to the Director, coordinating priorities.
Create and maintain databases and reports to support recruitment efforts.
Manage Director's calendar and travel arrangements.
Maintain budget worksheets and inventory; process invoices and requisitions.
Schedule appointments, manage the Director’s calendar, and arrange meetings and luncheons.
Organize and execute administrative logistics for programs and recruitment projects; assist with campus tours and events.

Skills

Customer service focus

Communication skills

Time management skills

Organization skills

Initiative

Independent judgment

Professional demeanor

Education

High School Diploma

Some college preferred

Tools

Microsoft Office Suite

Banner Financial Module

Relational databases

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

Senior Administrative Assistant

Position 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 the primary administrative partner to the Director, anticipating needs, coordinating priorities, and ensuring alignment across initiatives.
Create, generate and maintain some databases and reports to support recruitment efforts.
Make and/or suggest minor web content updates.
Identify operational gaps and implement process improvement strategies across admissions functions.
Coordinate departmental communications, internal workflow, and cross-functional partnerships on behalf of the Director.
Organize and execute administrative logistics for programs and recruitment projects such as providing support for campus tours, SpelBound; 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 (airplane, 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’s 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.
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 Admissions team members.
Maintain inventory of and order office supplies, instructional supplies, and equipment.
Perform clerical duties such as copying, drafting and typing various forms of correspondence (letters, reports, proposals, forms, envelopes), and mailings.
Make arrangements for visitors to the department (for example, reserve local hotel rooms, parking arrangements).
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.

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. In addition to producing correspondence, duties may involve assignments that require creating mail merges, fliers, forms, and spreadsheets using formulas, plus the use of Outlook, Banner Financial Module and Internet navigation.

Preferred Qualifications

Some college preferred.

Certifications, Licenses, Restrictions

None.

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 include close vision, distance vision, color vision, and ability to adjust focus.

Shift

Shift Days

Travel Required

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