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Administrative Assistant (10-months)--Department of World Languages and Literature

Posting Details

Position Information

Job Title Administrative Assistant (10-months)--Department of World Languages and Literature
Job Summary

Provide administrative, clerical and project support for a large, culturally diverse language department.

Essential Duties and Responsibilities

• Serve as receptionist and point of first contact for the Department. Welcome students, faculty, staff and visitors, answer general inquiries, provide information, answer telephone calls and direct them as needed.
• Work with department chair and Office of the Registrar to develop class schedules and room assignments for all classes taught in department;
• 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 classrooms;
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 and provide feedback as requested
 Maintain files of purchases and other financial documents.
• Assist faculty in travel arrangements and preparation of reimbursement documentation for attendance at professional conferences;
• Provide administrative assistance and support to all faculty in the department;
• Prepare correspondence (i.e. letters, memos, reports, proposals, forms, envelopes), departmental records, minutes of meetings, brochures, data reports, budget requests and other related departmental business.;
• Schedule, reserve facilities, and coordinate meals / refreshments for departmental events and meetings;
• Monitor the status of the facilities (classrooms, work area and offices) and make arrangements for needed repairs through Facilities Management;
• Maintain major / minor student records, placement exam results, records of classes taught, syllabi, and other important departmental records;
• Assist in the preparation, submission, and follow-up of proposals and budgets (typing and editing, signatures, walk-through);
• Make arrangements for departmental visitors and guest speakers (i.e. reserve local hotel rooms or on-campus lodging, parking arrangements, etc.);
• Coordinate mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis.

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. diplomacy and tact are essential in interactions with faculty and students. This job requires both comfort and sensitivity in working with faculty from very diverse backgrounds.

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. Good proofreading skills are essential. Must be able to create and edit departmental materials such as memos, correspondence, flyers and posters. Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals.

This work requires mid-level computer skills using the Microsoft Office Suite (Word, Excel, and Power Point) which include typing correspondence and creating spreadsheets and brochures. May also be asked to help update departmental web pages using appropriate software. Must be capable of using Lotus Notes, Banner Financial Module, and Internet. Requires the ability to type 45 wpm.

Preferred Qualifications

Some college preferred. Working knowledge of Spanish or French is desirable.

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 SC0063P
Posting Open Date 12/22/2017
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