"Senior Administrative Assistant"

Senior Administrative Assistant

Company: Spelman College

Job Location:

Category: Administrative Assistants

Type: Full-Time

Position Summary

Execute advanced, complex, and comprehensive level administrative functions for the department chair, faculty, and staff in the Chemistry and Biochemistry Department.

Essential Duties and Responsibilities

• Provides advance comprehensive administrative assistance and support to all faculty and students in the Department of Chemistry and Biochemistry. This may include items such as preparing letters, exams, reports, forms, mailings.
• Prepares grant proposals, awards tracking, and maintenance of grant budgets and assists in preparing, submitting, and following proposals and budgets (word processing, signatures, walk-through).
• Maintains the department's budgets (institutional and others), order supplies, and monitor expenditures.
• Helps the department maintain its status as an American Chemical Society certified and approved department.
• Processes highly sensitive information such as student pay/stipends, evaluation, registration.
• Coordinates meetings, luncheons, and other events needed by the Department makes all logistical arrangements, and prepares all documents associated with these events/meetings. Some of these meetings have included American Chemical Society local section meetings and NOBCChE local meetings.
• Attends and takes minutes for Department and other meetings, as requested.
• Prints posters for students and faculty.
• Assists with management of special programs, such as the operation of student enrichment programs.
• Creates and maintains databases and produces general reports (e.g., learning management system blog for the Department).
• Conducts internet-based research when needed.
• May assist with proctoring exams.
• Serves as the first point of contact for the Department by welcoming students, faculty, staff, and visitors, answering general inquiries, and answering and directing telephone calls.
• Develops and disseminates evaluations for tracking and implementing programmatic change as needed.
• Make travel arrangements for faculty/staff, students, and visitors of the Department; (e.g., reserve local hotel rooms, parking arrangements).
• Processes purchase requisitions and check requests; follow-up and maintain files of purchases and other documents, including computer-based files; also provides copies to the department chair/director for record-keeping purposes.
• May prepare periodic newsletters and/or flyers for distribution within and beyond the departments.
• Maintains the inventory of office supplies, instructional supplies, and equipment. Provides general instructions to current and prospective college students.

Required Qualifications

A High School Diploma and five years of related work experience or equivalent combination of education and experience are minimum qualifications.

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.

Excellent oral communication skills are required when providing information and responding to questions from students, parents, employees, and the public in one-on-one or group situations. Incumbents 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 work requires the ability to perform intermediate level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint) and may require advanced skills in some applications. In addition to producing correspondence, duties may involve assignments that require creating mail mergers, fliers, forms, and spreadsheets using formulas, plus the use of Banner Financial Module and Internet navigation.

Preferred Qualifications

A bachelor's degree with work related experience preferred.

Certifications, Licenses, Restrictions

None.

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, 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: SC0833P

Open Until Filled: No

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