Job Listings

Administrative Assistant - Title III (Grant Funded)

Company:
Spelman College
Job Location:
Atlanta, Georgia
Category:
Administrative Assistants

Job Summary

This is an administrative support position in a deadline-driven office. This position is responsible for handling the clerical, administrative, and logistical functions of the Title III Office.

Essential Duties and Responsibilities

  • Provide administrative support to the Title III Office (which includes items such as maintaining and updating calendars for the department and Director; copying, typing various forms of correspondence; (i.e., letters, reports, proposals, forms, envelopes) 
  •    Greets and directs visitors of the Title III; answer phone inquiries and provide routine information to callers and visitors promptly while displaying excellent customer service.;
  • Organizes, assembles prepares materials for meetings, and attends meetings prepares minutes in a timely manner;  
  • Coordinates travel arrangements for the office and guest, e.g. reserve hotel rooms, air travel and parking arrangements, and prepares expense reports for submission to Accounts Payable;
  • Organizes and maintains document records/files for both physical and electronic materials; 
  • Handle purchases and check requests using the College's purchase platforms.
    • Prepare purchase requisitions and check requests;
    • Keep running institutional budget worksheet up to date;
    • Maintain inventory of supplies, including printer cartridges, paper, and other items for the Title III Office;
    • Order office supplies according to request;
    • Work with Banner system to maintain Title III Office institutional budget;
    • Follow-up on financial documents:
      • Obtain necessary signatures;
      • Check on delivery of items;
      • Process invoices;
      • Track progress in Banner system and provide feedback as requested
      • Maintain files of purchases and other financial documents.
  • Schedules, reserves facilities for the Title III Office events and meetings;
  • Assists with the development of financial reports and monitor institutional budget line items.  Ensure proper posting to the institutional budget accounts, maintain institutional budget files, and communicate with Budget Office to resolve any institutional budget related questions.  
  • Handles the distribution of mail to appropriate office personnel.  This includes phone and electronic communications;
  • Assist the Team with developing and maintaining the Title III website
  • Learns and maintains College policies necessary for the execution of tasks.
  • May cross-train to support the office

Required Qualifications

Some college preferred.  High school diploma and a minimum of three years of related work experience required.
This position requires strong customer service focus, and time management skills.  The display of a professional demeanor and response to inquiries with diplomacy and tact are essential in interactions with faculty, staff, students, and the general public.  
Good writing and proof proofreading skills are essential. Must be able to create and edit Title III Office materials such as memos, correspondence, flyers and posters. Must display attention to detail and able to work in a fast-paced deadline driven environment.  Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals.   
To perform this job successfully, it 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 Microsoft Outlook and Banner Financial Module.

Preferred Qualifications

Some college preferred.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee is frequently required to walk. The employee is occasionally required to:  stand, reach with hands and arms, stoop or kneel, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.

Full Time/Part Time: Full-time

Posting Number: SC0410P

Open Until Filled: Yes

COVID-19 Testing and Vaccination Protocol

Due to the current pandemic, Spelman College has instituted a COVID-19 PCR Based Testing requirement. You will need to provide a negative COVID-19 PCR test result from an FDA-approved test conducted by a testing site run by a local or state health department or conducted through a licensed health care provider ("Credible Facility") within 5 days of the start date. Provided the facility is credible, you may take the test at a facility of your choice to be paid for by you. The college does not reimburse for this expense. The results will need to be submitted to Yemi Brown, Manager of COVID 19 Operation, at ibiyemibrown@spelman.edu,cell 832-466-4448 at the start of your first day.

Also, due to the heightened risk of contracting COVID-19 in an unvaccinated population and the spread of new variants, Spelman College is requiring COVID-19 vaccination of all faculty, staff, and students (collectively "Campus Community") that have job duties, attend classes or are otherwise present on campus. You will need to submit proof of your full vaccination and booster to Yemi Brown at the start of your first day.

It is our hope to minimize transmission of the coronavirus in the workplace and academic setting by requiring occupational protection such as requiring face masks to be worn properly, requiring social distancing, and continuing to encourage frequent handwashing; thereby minimizing the potential transmission of COVID-19 to members of the campus community.

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