Administrative Assistant (10-months) -- History Department
Job SummaryThe Administrative Assistant reports to the Chair of the History Department and provides clerical and administrative support to the Chair and faculty in matters related to the department.
Essential Duties and Responsibilities
- May serve as first point of contact for the Department to welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls;
- Prepares general correspondence and departmental documents such as, notices of meetings, agenda and minutes of meetings, etc.;
- Provides telephone coverage; includes answering the telephone, taking messages, and responding to requests for information;
- Prepares informational documents such as newsletters and/or flyers for distribution in the department;
- Maintains general departmental records such as supply and machine inventories, student advisor lists, department files, etc.;
- Manages office equipment and supplies, including acting as key operator of copy machine;
- Maintaining accurate records concerning departmental expenditures (debits and credits) - includes tracking requisitions, purchase orders and check requests;
- Arranges faculty and student travel;
- Coordinate travel reservations (air plane, hotel, etc.) with the College travel agent;
- Process registrations, expense reports, van/car rentals student travel forms.
- Provides administrative support for Chair;
- Provision of support for faculty in the daily dispatch of their departmental duties to include duties such as converting documents to pdf files; ordering instructional books; keeping records of course syllabi and final grades;
- Provides administrative support for departmental initiatives such as workshops, symposia, conferences, seminars, and other special departmental programs and functions.
- Carries out clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, and mailings);
- Reserve facilities, coordinate meals and/or refreshments for some departmental meetings, luncheons, and events;
- Coordinates mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis;
- Supervises work/study students; includes delegating tasks to them such as sorting and distribution of departmental mail.
Required QualificationsHigh school diploma and three (3) years of comparable secretarial or administrative support experience are required.
This position requires strong customer service focus, communication, 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.
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 and procedure manuals plus compose memos, letters, and emails. 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, tables, creating newsletters, and the use of Lotus Notes and Banner Financial Module.
Preferred QualificationsSome college or bachelor's degree preferred.
Experience in a higher education environment 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: SC0492P
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 firstname.lastname@example.org 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 email@example.com. 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.