Administrative Assistant

Talladega College; Talladega (AL); On-site; USD 35,000 - 55,000; Full time

Job summary

Talladega College is seeking a full-time Administrative Assistant for the Eunice Walker Johnson School of Education and Social Sciences. The role involves providing high-level executive, operational, and academic support to the Dean and faculty members.

Key responsibilities include managing the Dean's calendar, coordinating communications, assisting with accreditation processes, and supporting student registration activities. The ideal candidate will ensure the confidentiality of sensitive information and demonstrate strong organizational skills.

Qualifications

• High-level executive and operational support experience.
• Strong organizational skills with attention to detail.
• Ability to maintain confidentiality.

Responsibilities

• Provide administrative support to the Dean and academic chairs.
• Manage communications and prepare meeting minutes.
• Assist with student inquiries and support registration activities.

Job description

The Eunice Walker Johnson School of Education and Social Sciences invites applications for a full-time Administrative Assistant to provide high-level executive, operational, and academic support to the Office of the Dean. The successful candidate will serve as a confidential assistant to the Dean and to the chairs, directors, and coordinators of the School’s academic programs. This is a mission‑critical role that supports faculty operations, student services, fiscal processing, and accreditation activities within a dynamic liberal arts environment.

ESSENTIAL RESPONSIBILITIES

Executive & Administrative Support

• Serve as the confidential assistant to the Dean and to the School’s chairs, directors, and coordinators.
• Manage the Dean’s calendar, correspondence, and meeting logistics, including scheduling, agendas, and follow‑up communications.
• Prepare minutes for meetings convened by the Dean; archive and distribute minutes to faculty and stakeholders as appropriate.
• Draft, format, and proofread letters, memoranda, reports, and presentations on behalf of the Office of the Dean.
• Maintain the strictest confidentiality regarding faculty, staff, and student information at all times.

Office Operations & Communication

• Greet faculty, students, and visitors professionally and respond to telephone and email inquiries in a timely manner.
• Collect, sort, and distribute departmental mail.
• Maintain organized electronic and paper filing systems, including secure storage of sensitive records.
• Inventory and order office supplies; submit work orders to Facilities to ensure a safe and functional work environment.
• Supervise and coordinate the work of assigned work‑study students.

Academic & Student Support

• Support pre‑registration and registration activities for the School’s programs.
• Assist with the preparation and distribution of academic materials, including syllabi, advising documents, and student tracking forms.
• Provide front‑line support to students with general inquiries and refer specialized concerns to appropriate faculty or administrators.
• Support faculty in coordinating field experience, clinical placement, and internship documentation.

Fiscal & Procurement Support

• Process requisitions, purchase orders, travel authorizations, and reimbursement requests through Jenzabar.
• Maintain accurate records of grant disbursements, expenditures, and accountability documentation.
• Verify and submit work‑study and student worker payroll hours within institutional deadlines.

Accreditation, Assessment & Records

• Provide administrative support for institutional and programmatic accreditation cycles, including CAEP, CSWE, NAEYC, SACSCOC, and other applicable bodies.
• Assist with the organization, indexing, and archiving assessment evidence, faculty credentials, and program documentation.
• Support the preparation of reports, including weekly direct reports, annual assessment reports, and Title III documentation.

General

• Adhere to all Talladega College policies and procedures.
• Demonstrate punctuality and consistent attention to institutional deadlines.
• Perform other duties as assigned by the Dean or designee.