Administrative Assistant (10-months) -- Women's Research and Resource Center
Job SummaryProvide administrative and clerical duties for a department(s) and/or assigned supervisor(s).
Essential Duties and ResponsibilitiesESSENTIAL DUTIES and RESPONSIBILITIES
- May serve as point of first contact for the Department. Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls.
- Arrange travel for faculty/staff and students:
- Coordinate travel reservations (air plane, hotel) with the College travel agent;
- Process registrations, expense reports, van/car rentals, student travel forms.
- Handle purchases, check requests:
- Prepare purchase requisitions and check requests;
- Keep running budget worksheet up to date;
- Maintain inventory of supplies, including printer cartridges, paper, and other items for the departmental office, faculty offices, and laboratories;
- Order instructional and office supplies according to request;
- Work with Banner system to maintain departmental and grant budgets;
- Follow-up on financial documents:
- Obtain necessary signatures;
- Check on delivery of items;
- Process invoices;
- Track progress in Banner system.
- Provide regular feedback to requester on status of outstanding orders, check requests, etc.
- Maintain copies of all financial documents.
- Follow-up and maintain files of purchase and other documents including computer based files; also provide copies to the department chair/director for record keeping purposes;
- Maintain inventory of and order office supplies, instructional supplies, and equipment;
- May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through);
- Carry out clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings;
- Make arrangements for visitors to the department (for example, reserve local hotel rooms, parking arrangements);
- Prepare information for the department and/or supervisor(s) as requested;
- Prepare periodic newsletters and/or flyers for distribution in the department;
- Provide administrative assistance and support to all faculty in the department;
- Reserve facilities, coordinate meals and/or refreshments;
- Monitor 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);
- Schedule appointments, plan and make arrangements for luncheons and meetings;
- Serve as receptionist for the Department and/or supervisor(s);
- Coordinate mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis;
- Process faxed, e-mail, or web-based applications and materials;
- May provide general instructions to general college students.
Required QualificationsHigh School Diploma and three years of related work experience are required.
This position requires strong customer service focus, excellent communication, verbal and time management skills. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.
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 work requires the ability to perform basic level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint) which include such things as typing basic letters and memos. In addition to producing correspondence, duties may involve assignments that require creating brochures or spreadsheets. Must be capable of using Lotus Notes, Banner Financial Module, and Internet.
Preferred QualificationsSome college is preferred.
Physical DemandsWhile 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: reach with hands and arms, walk, and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
Full Time/Part Time: Full-Time 10 month
Posting Number: SC0490P
Open Until Filled: Yes
COVID-19 Testing and Vaccination ProtocolDue to the ongoing pandemic, Spelman College has instituted a COVID-19 testing requirement. You will need to provide a negative COVID-19 test result within five (5) days of your start date. Acceptable tests include: PCR, Rapid Antigen, or results of an at home self-test. When providing test results of an at home self-test, your full name and test date must be written down legibly alongside your final results. The cost related to testing is not a reimbursable expense by the College. Please email your negative test results to Yemi Brown, PharmD Manager of COVID-19 Operations at email@example.com prior to your first day on campus.
In addition, due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College requires up-to-date 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 up-to-date COVID-19 vaccination (full vaccination and a booster) prior to your first day on campus or you may seek a medical or religious exemption to the vaccination requirement by providing the necessary documentation to: Yemi Brown, PharmD Manager of COVID-19 Operations, at firstname.lastname@example.org. Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve.
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 be worn indoors, encouraging frequent handwashing and promoting adherence to the community testing cadence.