Senior Administrative Assistant Office of ...
Spelman College - atlanta, GA
Apply NowJob Description
Posting Details Position Information Position Title Senior Administrative Assistant--Office of Undergraduate Studies Position Summary With minimal supervision, this position reports to the Dean of Undergraduate Studies and provides administrative support for the Dean and two Associate Deans, overseeing the day-to-day administrative activities of the office and special programs/projects. Essential Duties and Responsibilities Provide comprehensive administrative assistance and support to all Deans (ex. clerical duties such as filing, copying, typing, scanning, faxing, and mailings; scheduling meetings) Maintains electronic and paper filing system Serve as first point of contact for the Office; welcome students, faculty, staff, and visitors, answer general inquiries, and answer and direct telephone calls Assist and direct student concern (ex. direct students to appropriate forms; suggest who appropriate personnel for handling certain issues; determine students' eligibility for excused absence based on established criteria) Process highly sensitive and confidential information such as student pay, student registration, etc. Schedule appointments and contact students upon request Reserve facilities for meetings and coordinate, with the financial administrator, meals and or refreshments Retrieve and distribute mail for the Office of Undergraduate Studies Monitor the status of facilities and equipment and make arrangements for needed repairs Make arrangements for visitors to the Office of Undergraduate Studies (ex. parking arrangements, reserve hotel, etc.) Maintain inventory of and order office supplies, instructional supplies, and equipment Provide administrative support for programs and routine operations, as needed Assist Deans with coordinating all convocations Assist with coordinating Domestic exchange program Assist the deans in coordinating first year and sophomore experience courses (i.e., contact speakers, arrange itineraries, manage records, input data from scanners, managing Moodle, interfacing with Bonner Office of Community Service) Assist with coordination of administrative hearings (ex. academic Integrity, grievances, etc.) Assist with the updating of publications of the Office of Undergraduate Studies (ex. course sequence booklet, bulletins, and other publications) Assist in the maintenance of scholarship, fellowship, and summer research opportunities calendar Assist with Early Warning Letters (emails) to students in academic distress Supervise graduate, general college and work study students Maintain syllabi and Memorandum of Understanding (MOU) databases 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, excellent interpersonal, communication, organization, and time management skills. Must be able to work in a fast paced environment while maintaining the highest level of professionalism and composure. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Must show initiative and the ability to handle complex or multiple work assignments. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision. Must possess a proven ability and/or experience to follow precise directions when required, and to understand and implement non-routine instructions and general policy statements when required. Must achieve high quality work outcomes, meet deadlines and effectively solve problems independently as well as part of a team. 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 level computer skills and may require advanced levels in one or more applications of the Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing correspondence, duties may involve assignments that require creating mail merges, fliers, forms, andspreadsheets using formulas, creating reports, plusthe use of Lotus Notes, Banner Financial Module and Internet navigation. Preferred Qualifications Bachelor's degree and one year of academic administrative support experience preferred. Social media experience also preferred. Certifications, Licenses, Restrictions N/A 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 , 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 0% Full Time/Part Time Full-time Work Location/Schedule: This position requires onsite work and is not eligible for remote work. FLSA Non-Exempt Number of Vacancies 1 Anticipated Candidate Start Date Position End Date Posting Detail Information Posting Number SC0727P Posting Open Date 10/07/2024 Posting Closing Date Open Until Filled Yes Special Instructions to Applicants EEO Statement Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus. COVID-19 Vaccination Protocol Due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College strongly recommends that faculty, staff, and students receive a COVID-19 vaccine and adhere to all health and safety guidelines. If you have any questions please contact: Yemi Brown, PharmD Manager of COVID-19 Operations, at
Created: 2024-10-15