Job Listings

Senior Administrative Assistant Development Operations

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

Job Summary

The Senior Administrative Assistant works closely with the AVP for Development Operations providing advanced level administrative support by serving as an operation's professional to ensure timely and proper customer service and communication to donors and prospects of Spelman College. This position also provides administrative and project management support including the management of schedule, meetings, internal and external communications, budget requisitions, and supporting activities of the department as necessary.

Essential Duties and Responsibilities

  • Monitors and maintains the calendar/scheduling and coordination of meetings (including reservation of meeting spaces, and taking/distributing meeting minutes), requisition and procurement support (including processing travel expense reports and managing vendor relationships) for the AVP for Development Operations.
  • Provides excellent customer service addressing donor and potential donor questions, requests, and concerns.
  • Maintains (and updates) manuals, dashboards, policies and procedures, presentations, and reports, and coordinates their distribution to internal and external stakeholders, and assists with the preparation of emails, memos, newsletters, presentations, meeting agendas and other materials/communication and distributes to the donors, prospects, and volunteers of the College.
  • Provides administrative and project management support for the Division of IA through the Office of the Vice President and AVP for Development Operations by:
    • Interfaces and communicates with key constituents or units of the College (Office of Communications, Budgets & Contracts, or STS) as needed for major initiatives.
    • Gathers, prepares, assembles and/or organizes materials and ensuring the VP and AVP is briefed and well-prepared for meetings, orientations, presentations, or events.
    • Manages the flow of communications by answering, relaying, and resolving general inquiries received via phone, email, fax, or Microsoft Teams in a timely manner.
    • Drafts standard documents for approval prior to final signature (i.e., agreements, memoranda) and distributing agreements for signature to appropriate media (mail, email, Adobe Sign, etc.).
    • Develops methods for collecting, storing, tracking, maintaining, and archiving confidential files, reports, presentations, agendas, and action items (digital or print format).
    • Creates and maintains complex spreadsheets, shared drives, central data repository, and web-based accounts for file sharing.
    • Gathers information and drafts responses (for review and approval) to data/other requests/reports from internal and external stakeholders, donors, prospects, and volunteers.

Required Qualifications

Bachelor's preferred. High school diploma and five years of related work experience or an equivalent combination of education and experience required. A strong customer service focus, excellent written, verbal and time management skills are essential. Professional demeanor with the ability to interface with internal and external donors and potential donors 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 multi-task.

Excellent oral communication skills are required when presenting information and responding to questions from donors, potential donors, and the general public in one-on-one or group situations. Incumbent must be able to write business correspondence, compose memos, letters, and e-mails. Also, must be able to read, analyze and interpret documents such as professional journals, financial reports, and grant proposals.

To perform this job successfully, an individual must have advanced proficiency in using Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint). In addition to producing correspondence, memos, and e-mails duties may involve assignments that require creating spreadsheets, PowerPoint presentations, use of Banner Financial Module and Internet navigation.

Preferred Qualifications

Bachelor's preferred.

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. The employee is occasionally required to: stand, stoop and lift and/or move up to 15 pounds with assistance. Specific vision abilities required by this job include the ability to adjust focus.

Full Time/Part Time: Full-time

Posting Number: SC0449P

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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