Administrative Assistant -Part-Time

Posting Details

Position Information

Job Title Administrative Assistant -Part-Time
Job Summary

This position designed to provide administrative support for the Health Careers Program office

Essential Duties and Responsibilities

•Serves as point of first contact for the Program. Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls;
•Plans, attends and takes detailed minutes of the Health Careers Program staff meetings, and Health Council meetings and them have ready for distribution before the next scheduled meeting.
•Schedules appointments for recruiters and other visiting guest;
•Makes travel arrangements and reservations for program staff, students, and guest and reconcile expenses with business office.
•Composes and types regular correspondences and documents and informative programmatic materials.
•Develops and maintains a filing system for all majors and minors, keeping track of performance and progression in the curriculum.
•Creates spreadsheets and presentations for both budget and student tracking data.
•Provides statistical and budget reports.
•Provides guidance and supervision to the work-study students.
•Works with program director and staff to develop, implement and improve office policies and procedures.
•Assists the program director with the composition and organization of grants, filing of associated documents, and submission of progress/final reports.
•Handles purchases, check requests:
oPrepare purchase requisitions and check requests;
oKeep running budget worksheet up to date;
oMaintain inventory of supplies, including printer cartridges, paper, and other items for the departmental office, faculty offices, and laboratories;
oOrder office supplies according to request;
oWork with Banner system to maintain departmental and grant budgets;
oFollow-up on financial documents:
oObtain necessary signatures;
oCheck on delivery of items;
oProcess invoices;
oTrack progress in Banner system.
oProvide regular feedback to the requester on the status of outstanding orders, check requests, etc.
o Maintain copies of all financial documents.

Required Qualifications

Some college preferred and a minimum of three (3) years of related work experience required. Prior experience in a college and/or university environment a plus.

Must possess and demonstrate excellent interpersonal skills when working with students, faculty and staff, and internal and external contacts. 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. Must possess good time management skills with the ability to plan, prioritize and organize a diversified workload with attention to detail.
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 Qualifications
Certifications, Licenses, Restrictions
Physical Demands
Shift Days
% Travel Required 0%
Full Time/Part Time Part Time
FLSA Non-Exempt
Number of Vacancies 1
Anticipated Candidate Start Date
Position End Date (if temporary)

Posting Detail Information

Posting Number SC0061P
Posting Open Date 12/12/2017
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