Administrative Assistant for eSpelman Operations

Posting Details

Position Information Applicants must be legally authorized to work in the United States at the time of hire and must maintain authorization throughout employment. This position is not eligible for sponsorship. This position is contingent upon the availability of sufficient funding.

Position Title Administrative Assistant for eSpelman Operations

Position Summary The Administrative Assistant for eSpelman Operations will oversee the day-to-day administrative activities of the office. The Administrative Assistant will provide administrative and clerical duties for the Associate Vice President for eSpelman Operations.

Essential Duties and Responsibilities

• May serve as point of first contact for eSpelman operations and eSpelman students.
• Welcome students, faculty, staff, and visitors; answer general inquiries and answer and direct telephone calls.
• Makes travel arrangements for the Associate Vice President for eSpelman Operations.
• Coordinates travel reservations (airline, hotel, etc.) with the College travel agent.
• Processes registrations, expense reports, van/car rentals, and student travel forms.
• Handles purchases and check requests.
• Prepares purchase requisitions and check requests.
• Keeps running budget worksheet up to date.
• Maintains inventory of supplies, including printer cartridges, paper, and other items.
• Orders instructional and office supplies according to request.
• Works with Banner system to maintain departmental and grant budgets.
• Provides follow-up on financial documents.
• Obtain necessary signatures.
• Check on delivery of items.
• Processes invoices.
• Tracks progress in Banner system.
• Provides regular feedback to requesters on status of outstanding orders, check requests, etc.
• Maintains copies of all financial documents.
• Follow-up and maintains files of purchase and other documents, including computer-based files.
• Maintains inventory of and orders office supplies, instructional supplies, and equipment.
• May assist in the preparation, submission, and follow-up of proposals and budgets.
• Word processing, signatures, walk-through.
• Carries out clerical duties such as copying, typing, various forms of correspondence (i.e., letters, reports, proposals, forms, envelopes, and mailings).
• Makes arrangements for visitors to the department (for example, reserve local hotel rooms, parking arrangements).
• Prepares PowerPoint presentations for eSpelman meetings and workshops.
• Prepares information for the department and/or supervisors as requested.
• Prepares periodic newsletters and/or flyers for distribution.
• Reserves facilities, coordinates meals and/or refreshments.
• Schedules appointments, plans and makes arrangements for luncheons and meetings.
• Serves as receptionist for the Department and/or supervisors.
• Coordinates mail and express shipping, receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis.
• Processes faxed, e-mail, or web-based applications and materials.
• May provide general instructions to eSpelman 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 and tables, creating newsletters, and the use of Outlook and Banner Financial Module.

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: the ability to adjust focus.

Shift Days

Travel Required 0

Full Time/Part Time Full-time

Work Location Schedule: This position requires onsite work and is not eligible for remote work.

FLSA Non-Exempt

Number of Vacancies

Anticipated Candidate Start Date

Position End Date

Posting Detail Information

• Posting Number: SC0880P
• Posting Open Date:
• Posting Closing Date:
• Open Until Filled: Yes

Special Instructions to Applicants

EEO Statement Spelman College is an Equal Opportunity Employer. We are a smoke-free campus.

Supplemental Questions Required fields are indicated with an asterisk.

Documents Needed To Apply

• Required Documents: Resume, Cover Letter of Interest
• Optional Documents: