Administrative Assistant (10-months) -- Career Planning and Development

Posting Details

Position Information

Job Title Administrative Assistant (10-months) -- Career Planning and Development
Job Summary

This position is responsible for providing administrative and clerical duties for the department and/or assigned supervisor(s). Position is critical in serving all stakeholders (students, faculty, staff, parents, employers, alumnae, graduate/professional schools, etc.) who play a vital role in transitioning our students into a graduate/professional school opportunity or full-time job after graduation. This person will serve as the first point of contact for the Department, sets the initial tone with the stakeholder, and will determine their degree of interaction with the department thereafter.

Essential Duties and Responsibilities

· Serve as the first point of contact for the office;
· Schedule students as well as external appointments for the Director, Assistant Director, Career Counselor and Graduate Studies Preparation Coordinator;
· Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls;
· Coordinate travel arrangements for staff with college travel agent, as needed;
· Prepare purchase requisitions and check requests;
· Coordinate mail and express shipping receipt and delivery, including collecting and distributing department mail on a daily and timely basis;
· Coordinate work schedules and assignments for work study and/or general college students;
· Coordinate and arrange departmental meetings and luncheons (i.e. prepare agendas, reserve facilities)
· Carry out clerical duties such as copying, typing forms/envelopes, mailings;
· Facilitate student sign-ups for department programs and events;
· Assist in the development, posting, and distribution of appropriate fliers for the office;
· Record and distribute minutes from Department meetings;
· Work with Banner to maintain departmental and grant budgets;
· Monitor the status of departmental facilities (classrooms, laboratories, office area) and make arrangements for needed repairs;
· May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through);
· Perform basic functionality of campus recruiting database (Handshake);
· Assist with compiling and reporting First Destination Survey data.

Required Qualifications

High School diploma and three years of related work experience are required.

This position requires excellent communication and organizational skills as well as the ability to handle multiple tasks in a high-traffic, fast-paced working environment with high call volume. 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 presenting 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.

To perform this job successfully, an individual must have intermediate skills using Microsoft Office Suite (Word, Excel, and Power Point). In addition to producing correspondence, duties may involve assignments that require creating spreadsheets using formulas, tables, newsletters, and the use of Lotus Notes and Banner Financial Module. Requires the ability to type 55 wpm.

Preferred Qualifications

College degree is preferred.

Certifications, Licenses, Restrictions
Physical Demands
Shift Days
% Travel Required 0%
Full Time/Part Time Full-Time 10 month
FLSA Non-Exempt
Number of Vacancies 1
Anticipated Candidate Start Date
Position End Date (if temporary)

Posting Detail Information

Posting Number SC0053P
Posting Open Date 11/10/2017
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
  2. Letter of Recommendation