What are the responsibilities and job description for the Administrative Assistant -- 10 Months--World Languages and Cultures position at Spelman College?
Position Summary
Will provide administrative, clerical and project support for a large, culturally diverse language department.
Essential Duties and Responsibilities
- Serves 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.
- Works with department chair and Office of the Registrar to develop class schedules and room assignments for all classes taught in department;
- Handles purchases, check requests:
- Prepare purchase requisitions and check requests;
- Keep running budget worksheet up to date;
- Maintain inventory of supplies, including printer cartridges, paper, and other items for the departmental office, faculty offices, and classrooms;
- Order instructional and office supplies according to request;
- Work with Banner system to maintain departmental and grant budgets;
- Follow-up on financial documents:
- Obtain necessary signatures;
- Check on delivery of items;
- Process invoices; stipends;
- Track progress in Banner system and provide feedback as requested
- Maintain files of purchases and other financial documents.
- Assists faculty in travel arrangements and preparation of reimbursement documentation for attendance at professional conferences;
- Assists with the coordination of departmental events such as Cherry Blossom Festival, Hispanic Heritage Month, Lusophone Festival, and others;
- Provides administrative assistance and support to all faculty in the department;
- Prepares correspondence (i.e. letters, memos, reports, proposals, forms, envelopes), departmental records, minutes of meetings, brochures, data reports, budget requests and other related departmental business.;
- Schedules, reserves facilities, and coordinates meals / refreshments for departmental events and meetings;
- Monitors the status of the facilities (classrooms, work area and offices) and make arrangements for needed repairs through Facilities Management;
- Maintains major / minor student records, placement exam results, records of classes taught, syllabi, and other important departmental records;
- Assists faculty supervising the department website feeding and information.
- Assists in the preparation, submission, and follow-up of proposals and budgets (typing and editing, signatures, walk-through);
- Makes arrangements for departmental visitors and guest speakers (i.e. reserve local hotel rooms or on-campus lodging, parking arrangements, etc.);
- Coordinates mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis;
- Requests, trains and supervises student workers;
- Maintains common spaces well organized;
- Assists directors of Study Abroad programs in the reception of applications, scheduling meetings, travel arrangements, and students’ reimbursements;
- Coordinates the process of bringing Fulbright Assistants (FLTAs) to campus with chair and language mentors: help with application revision, plan FLTAs arrival from/to airport, arrange lodging, etc.
Required Qualifications
High School Diploma or equivalent required. Minimum of three years of related work experience is 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.
The ideal candidate will be proficient in the use of the Microsoft Office Suite (Word, Excel, and PowerPoint) 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.
Preferred Qualifications
Associate or Bachelor’s degree 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 include the ability to adjust focus.
Shift
Days
% Travel Required
0%
Full Time/Part Time
Full-time
Work Location/Schedule:
This position is eligible for a hybrid work arrangement.
FLSA
Non-Exempt
Number of Vacancies
1
Anticipated Candidate Start Date
Position End Date
Posting Detail Information
Posting Number
SC0774P
Posting Open Date
03/28/2025
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.
