Job Listings

Senior Administrative Assistant (10-months) -- Psychology -- Department

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

Job Summary

The primary purpose of this position is to provide advanced level clerical and administrative support to the Psychology Chair and department members, to maintain thorough records within the office, and to provide support for Psychology initiatives, programs, and grants. This position will be the liaison between the departmental members, students, parents, and other divisions on campus.

Essential Duties and Responsibilities

  • Uses independent judgment to initiate, process, and maintain records of the department's college budget and multiple grant budgets. This includes maintaining an accurate record of expenditures and reconciliations on a regular basis. Keep manager(s) informed of account status and serve as liaison to research and resolve discrepancies.
  • Coordinates the departmental wide Orientation and Open House events.
  • Assists in the preparation, submission, and follow-up of proposals and budgets (word processing, excel, Lotus Notes, signatures, walk-through).
  • Manages semester course schedules.
  • Manages databases which contain student, faculty, and program related information. Must be updated regularly, organized such that data can be easily retrieved;
  • Prepares letters and reports for departmental members. Creates graphs, spreadsheets, and summaries as requested by departmental members.
  • Assembles, researches, and summarizes information from various sources.
  • Serves as point of first contact for the Department. Greet administrators, visitors, students, faculty, and staff. Answer general and detailed inquiries or direct them appropriately. Answer, screen, and direct telephone calls.
  • Acts as an administrative liaison for the Department Chair with internal and external sources.
  • Collects, organizes, and maintains highly sensitive and confidential information. This includes disseminating correspondence, maintaining filing systems, arranging travel, and obtaining necessary services in general support for the appropriate process, including but not limited to, faculty, staff, guest speakers, and/or consultants.
  • Organizes, maintains, and secures files of purchases, course syllabi and gradebooks, and other departmental documents including computer-based files; also provide copies to the department chair for record keeping purposes.
  • Arranges travel for faculty/staff and guest(s):
o Coordinate travel reservations (air plane, hotel) with the College travel agent;
o Process registrations, expense reports, van/car rentals, student travel forms.
o Prepare and review expense reports for the Department Chair and faculty
  • Handles purchases, check requests:
o Prepare purchase requisitions and check requests;
o Keep running budget worksheet up to date;
o Maintain inventory of supplies, including printer cartridges, paper, and other items for the departmental office, faculty offices, and laboratories;
o Order instructional and office supplies according to request;
o Work with Banner system to maintain departmental and grant budgets;
o Follow-up on financial documents:
  • Obtain necessary signatures;
  • Check on delivery of items;
  • Process invoices;
  • Track progress in Banner system.
o Provide regular feedback to requester on status of outstanding orders, check requests, etc.
o Maintain copies of all financial documents.
  • Assesses supply needs and maintain inventory of office supplies and accessories (including telephones, keys, etc.). Track orders, verify accuracy and resolve discrepancies.
  • Carries out clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings.
  • Proofreads completed materials and make corrections.
  • Assists with proctoring of exams.
  • Makes arrangements for visitors to the department (for example, reserve local hotel rooms, parking arrangements).
  • Prepares information for the department and/or supervisor(s) as requested.
  • Prepares periodic newsletters and/or flyers for distribution in the department.
  • Provides administrative assistance and support to all faculty in the department.
  • Reserves facilities, coordinate meals and/or refreshments.
  • Monitors the status of the facilities (classrooms, laboratories, office area) and make arrangements for needed repairs (e.g., notify Facilities Management if something is not functioning properly).
  • Schedules appointments, plan and make arrangements for luncheons and meetings, reserve facilities.
  • Serves as receptionist for the Department and/or supervisor(s).
  • Coordinates mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis.
  • Processes faxed, e-mail, or web-based applications and materials.
  • Provides general instructions to current and prospective college students.

Required Qualifications

High School Diploma and five years of related work experience or equivalent combination of education and experience are required. Experience working in an academic environment is a plus.

This position requires strong customer service focus, excellent verbal and written communication skills, , and time management skills. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential. 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. Must be able to generate spreadsheets, graphs, and Power Point presentations, and proof-read thoroughly.

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, memos, letters and emails with minimal supervision. 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 using the Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing correspondence, duties will involve assignments that require creating mail merges, fliers, forms, and spreadsheets using formulas, tables, creating newsletters, plus the use of Lotus Notes, Banner Financial Module and Internet navigation.

Preferred Qualifications

College degree preferred.

Full Time/Part Time: Full-Time 10 month

Posting Number: SC0411P

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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