Administrative Assistant

Talladega; Talladega (AL); On-site; USD 32,000 - 42,000; Full time

Job summary

Talladega College invites applications for a full-time Administrative Assistant to provide high-level executive, operational, and academic support to the Office of the Dean. The role includes confidential assistance to the Dean and program chairs, managing calendars, minutes, and communications.

The position also covers office operations, student support, fiscal processing, and accreditation-related tasks in a liberal arts setting. Strong MS Office and organizational skills are essential.

Qualifications

• High school diploma or equivalent.
• Minimum of one year of progressively responsible administrative or office experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills.
• Strong interpersonal skills and commitment to confidentiality.
• Ability to manage multiple priorities and meet deadlines.
• Strong organizational skills and attention to detail.

Responsibilities

• Serve as confidential assistant to the Dean and to the School’s chairs, directors, and coordinators.
• Manage the Dean’s calendar, correspondence, and meeting logistics; scheduling and follow-up.
• Prepare minutes for Dean meetings; archive and distribute to faculty and stakeholders.
• Draft, format, and proofread letters, memos, reports, and presentations for the Dean’s Office.
• Maintain confidentiality of faculty, staff, and student information.
• Greet faculty, students, and visitors; respond to inquiries by phone and email.
• Maintain filing systems and secure storage of records; coordinate mail.
• Coordinate office supplies and work orders; supervise work-study students.
• Support pre-registration and registration activities; assist with syllabi and advising documents.
• Provide front-line support to students and refer complex concerns to faculty/administrators.
• Support accreditation, assessment, and records processes; assist with reports.

Skills

MS Office

Written & Verbal Communication

Confidentiality

Organizational Skills

Time Management

Attention to Detail

Interpersonal Skills

Education

High school diploma or equivalent

Bachelor’s degree (preferred)

Tools

Jenzabar

Job description

POSITION SUMMARY

The Eunice Walker Johnson School of Education and Social Sciences invite 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.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent.
• Minimum of one (1) year of progressively responsible administrative or office experience.
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills, including the ability to draft professional correspondence.
• Strong interpersonal skills, professionalism, integrity, and a demonstrated commitment to confidentiality.
• Ability to manage multiple priorities, meet deadlines, and work effectively under pressure.
• Strong organizational skills and attention to detail.

PREFERRED QUALIFICATIONS

• Bachelor’s degree from an accredited institution.
• Prior administrative experience in higher education.
• Working knowledge of Jenzabar or a comparable student information system.
• Experience supporting accreditation, assessment, or compliance processes.
• Experience preparing spreadsheets, reports, and data summaries in Microsoft Excel.

TALLADEGA COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER