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Administrative Assistant (10-month) -- Psychology Department

Posting Details

Position Information

Job Title Administrative Assistant (10-month) -- Psychology Department
Job Summary

Provide administrative and clerical duties for a department(s) and/or assigned supervisor(s).

Essential Duties and Responsibilities

· Serve as point of first contact for the Department. Greet administrators, visitors, students, faculty, and staff. Answer general and detailed inquiries or direct them appropriately. Answer, screen, and direct telephone calls.
· Act as an administrative liaison for the Department Chair with internal and external sources.
· Use independent judgment to initiate, process, and maintain records of the department’s college budget and multiple grant budgets. This includes maintaining an accurate record of expenditures and reconciliations on a regular basis. Keep manager(s) informed of account status and serve as liaison to research and resolve discrepancies
· Arrange travel for faculty/staff and guest(s):
o Coordinate travel reservations (air plane, hotel) with the College travel agent;
o Process registrations, expense reports, van/car rentals, student travel forms.
o Prepare and review expense reports for the Department Chair and faculty
· Collect, organize, and maintain highly sensitive and confidential information. This includes disseminating correspondence, maintaining filing systems, arranging travel, and obtaining necessary services in general support for the appropriate process, including but not limited to, faculty, staff, guest speakers, and/or consultants.
· Handle purchases, check requests:
o Prepare purchase requisitions and check requests;
o Keep running budget worksheet up to date;
o Maintain inventory of supplies, including printer cartridges, paper, and other items for the departmental office, faculty offices, and laboratories;
o Order instructional and office supplies according to request;
o Work with Banner system to maintain departmental and grant budgets;
o Follow-up on financial documents:
§ Obtain necessary signatures;
§ Check on delivery of items;
§ Process invoices;
§ Track progress in Banner system.
o Provide regular feedback to requester on status of outstanding orders, check requests, etc.
o Maintain copies of all financial documents.
· Organize, maintain, and secure files of purchase, course syllabi and gradebooks, and other departmental documents including computer-based files; also provide copies to the department chair for record keeping purposes;
· Assess supply needs and maintain inventory of office supplies and accessories (including telephones, keys, etc.). Track orders, verify accuracy and resolve discrepancies.
· 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, reserve facilities;
· 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;
· Provide general instructions to current and prospective college students.

Required Qualifications

High 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 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. Requires the ability to type at least 45 wpm.

Preferred Qualifications

Some college preferred.

Certifications, Licenses, Restrictions
Physical Demands
Shift Days
% Travel Required 0%
Full Time/Part Time Full Time
FLSA Non-Exempt
Number of Vacancies 1
Anticipated Candidate Start Date
Position End Date (if temporary)

Posting Detail Information

Posting Number SC0005P
Posting Open Date 07/14/2017
Posting Closing Date
Open Until Filled Yes
Special Instructions to Applicants
EEO Statement

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter