Senior Administrative Assistant

Posting Details

Position Information

Position Title

Senior Administrative Assistant

Position Summary

The primary purpose of this position is to provide advanced level clerical and administrative support to the Psychology Chair and department members, to maintain thorough records within the office, and to provide support for Psychology initiatives, programs, and grants. This position will be the liaison between the departmental members, students, parents, and other divisions on campus.

Essential Duties and Responsibilities

• Uses independent judgment to initiate, process, and maintain records of the department's college budget and multiple grant budgets. This includes maintaining an accurate record of expenditures and reconciliations on a regular basis. Keep manager(s) informed of account status and serve as liaison to research and resolve discrepancies.
• Coordinates the departmental wide Orientation and Open House events.
• Assists in the preparation, submission, and follow-up of proposals and budgets (word processing, excel, Lotus Notes, signatures, walk-through).
• Manages semester course schedules.
• Manages databases which contain student, faculty, and program related information. Must be updated regularly, organized such that data can be easily retrieved;
• Prepares letters and reports for departmental members. Creates graphs, spreadsheets, and summaries as requested by departmental members.
• Assembles, researches, and summarizes information from various sources.
• Serves as point of first contact for the Department. Greet administrators, visitors, students, faculty, and staff. Answer general and detailed inquiries or direct them appropriately. Answer, screen, and direct telephone calls.
• Acts as an administrative liaison for the Department Chair with internal and external sources.
• Collects, organizes, and maintains highly sensitive and confidential information. This includes disseminating correspondence, maintaining filing systems, arranging travel, and obtaining necessary services in general support for the appropriate process, including but not limited to, faculty, staff, guest speakers, and / or consultants.
• Organizes, maintains, and secures files of purchases, course syllabi and gradebooks, and other departmental documents including computer-based files; also provide copies to the department chair for record keeping purposes.
• Arranges travel for faculty / staff and guest(s) :

Coordinate travel reservations (air plane, hotel) with the College travel agent;

Prepare purchase requisitions and check requests;

Obtain necessary signatures;

Required Qualifications

High School Diploma and five years of related work experience or equivalent combination of education and experience are required. Experience working in an academic environment is a plus.

This position requires strong customer service focus, excellent verbal and written communication skills, , and time management skills. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision. Must be able to generate spreadsheets, graphs, and Power Point presentations, and proof-read thoroughly.

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, memos, letters and emails with minimal supervision. 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). In addition to producing correspondence, duties will involve assignments that require creating mail merges, fliers, forms, andspreadsheets using formulas, tables, creating newsletters, plusthe use of Lotus Notes, Banner Financial Module and Internet navigation.

Preferred Qualifications

College degree preferred.

Certifications, Licenses, Restrictions

None.

Physical Demands

While performing the duties of this job, the employee is regularly required to : sit, 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,walk, and stand. The employee is occasionally required to : stoop, climb, and lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Shift

Days

Travel Required

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

SC0764P

Posting Open Date

01 / 16 / 2025

Posting Closing Date

Open Until Filled

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.

COVID-19 Vaccination Protocol

Due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College strongly recommends that faculty, staff, and students receive a COVID-19 vaccine and adhere to all health and safety guidelines.

If you have any questions please contact : Yemi Brown, PharmD Manager of COVID-19 Operations, at ibiyemibrown@spelman.edu