Job Listings

Administrative Assistant-Office of the Vice Provost

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

Job Summary

Provides administrative and clerical support for the Vice Provost for Faculty. The incumbent organizes files, answers phones, distributes mail, and performs other administrative duties as assigned. May assist in calendar management for the Vice Provost for Faculty.

Essential Duties and Responsibilities

  • Serves as point of first contact for the Vice Provost for Faculty and the Faculty Affairs office. Welcomes students, faculty, staff, and visitors, answer general inquiries, and answers and directs telephone calls of the Vice Provost for Faculty and members of the Faculty Affairs office.
  • Assists with updating various Smartsheets with faculty data
  • Assists with updating Faculty Affairs shared folder information and information in the Faculty Personnel files shared folder
  • Makes travel arrangements for Vice Provost:
* Coordinates travel reservations (airplane, hotel) with the College travel agent
* Processes registrations, expense reports, van/car rentals, and travel forms.
  • Handles purchases, and check requests:
  • Prepares purchase requisitions and check requests
  • Keep running budget worksheet up to date
  • Maintains the inventory of supplies, including printer cartridges, paper, and other items for the office
  • Orders instructional and office supplies according to request
  • Works with Banner system to maintain departmental and grant budgets
  • Follow-up on financial documents:
  • Obtains necessary signatures, check on the delivery of items, and process invoices
  • Tracks progress in the Banner system.
* Provides regular feedback to the requester on the status of outstanding orders, check requests, etc.

* Maintains copies of all financial documents.
  • Follow-up and maintain files of purchase and other documents including computer-based files
  • Submits work requests to Facilities Management to maintain the physical space of the Suite
  • Maintains the inventory of office supplies, works with Senior Administrative Assistant to order supplies, instructional supplies, and equipment
  • Assists in the preparation, submission, and follow-up of proposals and budgets (word processing, spreadsheets, signatures, walk-through)
  • Carries out clerical duties such as copying, typing various forms of correspondence (i.e., letters, reports, proposals, forms, envelopes), filing, scanning, and mailings
  • Makes arrangements for visitors to the department (e.g., reserve hotel rooms, parking arrangements)
  • Prepares information for the department and/or supervisor(s) as requested
  • Prepares periodic newsletters and/or flyers for distribution
  • Helps to update the department website
  • Reserves facilities, coordinate meals and/or refreshments
  • Schedules appointments, plan and make arrangements for luncheons and meetings
  • 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

Required Qualifications

A High School Diploma and three years of related work experience are required. Some college is preferred.

This position requires a strong customer service focus, attention to detail, excellent communication, and verbal and time management skills. A professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential. Must be able to handle multiple tasks.

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. 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 position 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, and tables, creating newsletters, and the use of Lotus Notes and Banner Financial Module. Also, must be willing to learn online spreadsheet and document storage applications (SmartSheet), and other electronic software used by the department. In addition to producing correspondence, duties may involve assignments that require creating brochures, tables, or spreadsheets.

Preferred Qualifications

Some college is preferred.

Certifications, Licenses, Restrictions

NA

Physical Demands

While performing the duties of this job, the employee is regularly required to: sit, walk, use hands to handle office supplies, operate computers and other office equipment, talk, and hear. The employee is frequently required to: reach with hands and arms, 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 the ability to adjust focus.

Full Time/Part Time: Full-time

Posting Number: SC0454P

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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