"Senior Administrative Assistant"

Senior Administrative Assistant

Company: Spelman College

Job Location:

Category: Publications and Editing

Type: Full-Time

Position Title

Senior Administrative Assistant

Position Summary

This position in the Comprehensive Writing Program supplies a vital spectrum of support to the clients-faculty, students, and staff. The essential areas of support involve office support for all writing program activities, including all contracts and budget records and processes; facilitation of services provided by student workers in writing tutorials, multimedia assistance, and lab assistance. Provide administrative and clerical duties for a department(s( and/or assigned supervisor(s).

Essential Duties and Responsibilities

• Handles purchases, check requests:
  • Works with vendors to secure competitive pricing for office purchases, prepare purchase requisitions, and check requests;
  • Keeps running budget worksheet up to date;
  • Maintains inventory of supplies, including printer cartridges, paper, instructional supplies, office supplies, equipment, and other items for the office and laboratories;
  • Works with Banner system and Excel to maintain multiple departmental and grant budgets;
  • Follow-up on financial documents:
    • Obtain necessary signatures;
    • Check on delivery of items;
    • Process invoices;
    • Track progress in Banner system.
  • Provides regular feedback to requester on status of outstanding orders, check requests, etc.
  • Maintains copies of all financial documents.
• Arranges travel for faculty/staff and students:
  • Coordinates travel reservations (air plane, hotel) with the College travel agent;
  • Processes registrations, expense reports, van/car rentals, student travel forms.
• Handles publicity for workshops and special events by preparing newsletters and/or flyers for distribution in the department; tracking attendance at workshops
• Carries out clerical duties such as copying, receiving and responding to correspondence, emails, phone requests; generate copies of handouts for workshops, faculty development, reporting, etc.
• Contributes to all annual reports, Title III reports and budget requests, liaison with Title III. Also assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through);
• Daily assist students in three computer labs with computer-related and printing issues-providing assistance to faculty and students in the use of MS word, Excel, Apple Macintosh system, Power Point, scanning equipment, multiple printers, log on processes.
• Serves as the Liaison with the Office of Undergraduate Studies about student participation and outcomes in First Year Writing Portfolio and resubmission
• Carries out clerical duties such as copying; typing, receiving and responding to various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes); mailings;
• Post job descriptions and manage applications in Student Employment Data; instruct students in hiring process; prepare Personnel Action Forms (PAF), and documents required by Human Resources.
• Ensures all proper tutorial information is in File Maker Pro for reporting on student annual activities; disseminate reports to faculty; query reports from File Maker Pro
• Coordinates mail and express shipping receipt and delivery, including collecting and Serves as point of first contact for the Department. Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls.
• 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;
• Collects information on resubmitting students, workshop attendance, tutorial conferences, resubmission scores; communicate with students requesting portfolio guidelines, activities,
• Makes arrangements for visitors to the department (for example, reserve local hotel rooms,
• Prepares information for the department and/or supervisor(s) as requested;
• Reserves facilities, coordinate meals and/or refreshments;
• Monitors and coordinates the coordinate lab schedules and lab use for regularly scheduled classes; special workshops, weekend access, and special work for specific student groups; prepare and coordinate Work Study/Lab Assistant schedules, Multimedia student schedule to ensure maximum coverage of student clients; and make arrangements for needed repairs (e.g., notify Facilities Management and/or MIT if something is not functioning properly);
• Schedules appointments, plan and make arrangements for luncheons and meetings;
• Processes faxed, e-mail, or web-based applications and materials;
• Provides general instructions to students workers (give work assignments, organize schedules, track attendance, and approve timesheets
• Oversees daily tutors' attendance to ensure adequate coverage for student clients.

Required Qualifications

High School Diploma and five 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 intermediate 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 Outlook or similar software, Banner Financial Module, Photoshop, and Internet.

Preferred Qualifications

Some college is 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

Work Location/Schedule

This position is eligible for a hybrid work arrangement.

Posting Number: SC0859P

Open Until Filled: No