Senior Administrative Assistant--Economics Department (Center for Black Entrepreneurship Program) Re

Position Title Senior Administrative Assistant--Economics Department (Center for Black Entrepreneurship Program) Revised 11/14/2022 Position Summary

The Senior Administrative Assistant provides complex and advanced level administrative support for the Center for Black Entrepreneurship (CBE), with minimal supervision, overseeing the day-to-day administrative activities of the program. This position reports to the Chair of Economics, the Economics Program Coordinator, and the Entrepreneurship Program Director.

This is a multi-year grant-funded position.

Essential Duties And Responsibilities

• Provides comprehensive advanced level administrative assistance and support to the Entrepreneurship Program Director; (ex. creates various administrative reports and communication documents, maintains files for the program, copying, scanning, faxing, and mailings; scheduling meetings, etc.)
• Coordinates meetings and various activities/events for the program that involves internal and external constitutes of the programs, which includes things such as reserving facilities, meals, and or refreshments
• Serves as first point of contact for the Office; welcome students, faculty, staff, and visitors, answer general inquiries, and answer and direct telephone calls
• Conducts research on various items for the Center
• Maintains databases for the program and generates reports as needed.
• Arranges travel for Entrepreneurship Program Director/guest speakers/visitors and students:
• Coordinate travel reservations (airplane, hotel, parking) with the College travel agent
• Process registrations, expense reports, van/car rentals, student travel forms
• Initiates and processes purchases, check requests:
• Maintains inventory of supplies, including printer cartridges, paper, and other items for the department
• Follow-up on financial documents: Obtain necessary signatures, Check on delivery of items
• Provides regular feedback to requester on status of outstanding orders, check requests, etc.
• Assists in maintaining CBE website
• Prepares CBE publications, newsletters, brochures, flyers, and forms for distribution and communication to faculty, students, and various other college constituents
• Coordinates mail and express shipping receipt and delivery, including collecting and distributing mail on a daily and timely basis.
• Creates, maintains and updates a record keeping system to include, but not limited to: files of purchase and other documents including computer based files; profiles and contact information on CBE staff, guest speakers, presentations and lectures; also provide copies to the Economics Department Chair/Entrepreneurship Program Director/Economics Program Coordinator for record keeping purposes;
• Assists the Economics Program Coordinator in coordinating CBE (i.e., contact speakers, arrange itineraries, manage records, input data from scanners, managing Canvas)
• Assists in the maintenance of CBE events calendar
• Prepares meeting and event agendas
• Records and writes detailed minutes of CBE meetings and retreats; make these available to Economics Department Chair/Economics Program Coordinator.
• Creates announcements and invitations for Center events to distribute to students and the public
• Supervises graduate, general college and work study students
  
  

Required Qualifications

High School Diploma and five years of related work experience or equivalent combination of education and experience are required.

This position requires strong customer service focus, excellent interpersonal, communication, organization, and time management skills. Must demonstrate strong record keeping techniques. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Must show initiative and the ability to handle complex or multiple work assignments. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision.

Must possess a proven ability and/or experience to follow precise directions when required, and to understand and implement non-routine instructions and general policy statements when required. Must achieve high quality work outcomes, meet deadlines and effectively solve problems independently as well as part of a team.

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.

This work requires the ability to perform intermediate level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint). Advanced skills may be required from some applications. In addition to producing correspondence, duties may involve assignments that require creating mail merges, fliers, forms, and spreadsheets using formulas, plus the use of Outlook and Banner Financial Module. Incumbent should have experience operating within Web-based internet environments, various forms of technology, and social media.

Preferred Qualifications

Some college is preferred.

Certifications, Licenses, Restrictions Physical Demands Shift Days % Travel Required 0% Full Time/Part Time Full-time Work Location/Schedule: FLSA Non-Exempt Number of Vacancies 1 Anticipated Candidate Start Date Position End Date

Posting Detail Information

Posting Number SC0502P Posting Open Date 11/04/2022 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.