Spelman College
Overview
Position Title: Senior Administrative Assistant Position Summary: The Senior Administrative Assistant provides advanced administrative support within the Division of Student Affairs, reporting directly to the Associate Vice President for Student Affairs with a dotted line to the Dean of Students. This position coordinates daily office functions, supports divisional initiatives, and serves as a key liaison across departments in a fast-paced, student-centered environment. Essential Duties and Responsibilities
Provide advanced administrative support for core departmental functions, including processing sensitive and confidential information (e.g., student payroll, evaluations, registration, and insurance records). Manage databases and generate standard and ad hoc reports as needed. Conduct internet-based research for departmental projects and initiatives. Oversee and facilitate departmental budgets within Student Life. Serve as the initial point of contact for the department by welcoming students, faculty, staff, and visitors, addressing inquiries, and directing calls. Coordinate travel arrangements for faculty, staff, and students. Process purchases and check requests with thorough documentation and electronic files. Support inventory management by ordering and tracking office supplies, instructional materials, and equipment. Assist with preparation and tracking of proposals and budgets, including obtaining signatures and routing documents for approval. Perform general clerical duties such as photocopying, data entry, and drafting correspondence (e.g., letters, reports, proposals, forms). Make arrangements for department visitors (e.g., reserve hotel rooms, arrange parking). Prepare information for the department and/or supervisor as requested. Prepare periodic newsletters and/or flyers for distribution in the department. Provide administrative support to the AVP in the department. Reserve facilities for meetings and coordinate meals and/or refreshments. Monitor facility status and arrange repairs as needed (e.g., notify Facilities Management). Schedule appointments for the director and manage the department calendar. Coordinate mail and express shipping, process faxes, e-mails, web-based applications and materials. Required Qualifications
The ideal candidate will possess a high school diploma and at least five years of relevant administrative experience, or an equivalent combination of education and experience. This position requires a strong customer service focus, with excellent communication and time management skills. A professional demeanor and the ability to interact with students, families, faculty, staff, and external partners with diplomacy and tact are essential. The successful candidate must be able to exercise independent judgment to plan, prioritize, and manage a diverse workload with close attention to detail. They should be comfortable performing multiple tasks simultaneously, often with limited supervision. Strong oral and written communication skills are required, including the ability to convey information and respond to inquiries in individual and group settings. The candidate should be able to draft business correspondence, compose memos and emails, and read, interpret, and apply information from various documents such as safety rules, operating instructions, and procedural manuals. Excellent proofreading skills are critical. Proficiency in Microsoft Office (Word, Excel, PowerPoint) is required, including the ability to create mail merges, flyers, forms, and spreadsheets using formulas. Preferred Qualifications
Completion of some college coursework is preferred. Familiarity with Microsoft Outlook, internet research tools, and the Banner Financial Module is preferred. Physical Demands
While performing the duties of this job, the employee is regularly required to walk, sit, use hands to handle office supplies, operate a 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, lift and/or move up to 15 pounds. Specific vision abilities required include the ability to adjust focus. Work Location and Schedule
This position is eligible for a hybrid work arrangement. FLSA Non-Exempt. EEO Statement
Spelman College is an Equal Opportunity Employer. We are a smoke-free campus.
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Position Title: Senior Administrative Assistant Position Summary: The Senior Administrative Assistant provides advanced administrative support within the Division of Student Affairs, reporting directly to the Associate Vice President for Student Affairs with a dotted line to the Dean of Students. This position coordinates daily office functions, supports divisional initiatives, and serves as a key liaison across departments in a fast-paced, student-centered environment. Essential Duties and Responsibilities
Provide advanced administrative support for core departmental functions, including processing sensitive and confidential information (e.g., student payroll, evaluations, registration, and insurance records). Manage databases and generate standard and ad hoc reports as needed. Conduct internet-based research for departmental projects and initiatives. Oversee and facilitate departmental budgets within Student Life. Serve as the initial point of contact for the department by welcoming students, faculty, staff, and visitors, addressing inquiries, and directing calls. Coordinate travel arrangements for faculty, staff, and students. Process purchases and check requests with thorough documentation and electronic files. Support inventory management by ordering and tracking office supplies, instructional materials, and equipment. Assist with preparation and tracking of proposals and budgets, including obtaining signatures and routing documents for approval. Perform general clerical duties such as photocopying, data entry, and drafting correspondence (e.g., letters, reports, proposals, forms). Make arrangements for department visitors (e.g., reserve hotel rooms, arrange parking). Prepare information for the department and/or supervisor as requested. Prepare periodic newsletters and/or flyers for distribution in the department. Provide administrative support to the AVP in the department. Reserve facilities for meetings and coordinate meals and/or refreshments. Monitor facility status and arrange repairs as needed (e.g., notify Facilities Management). Schedule appointments for the director and manage the department calendar. Coordinate mail and express shipping, process faxes, e-mails, web-based applications and materials. Required Qualifications
The ideal candidate will possess a high school diploma and at least five years of relevant administrative experience, or an equivalent combination of education and experience. This position requires a strong customer service focus, with excellent communication and time management skills. A professional demeanor and the ability to interact with students, families, faculty, staff, and external partners with diplomacy and tact are essential. The successful candidate must be able to exercise independent judgment to plan, prioritize, and manage a diverse workload with close attention to detail. They should be comfortable performing multiple tasks simultaneously, often with limited supervision. Strong oral and written communication skills are required, including the ability to convey information and respond to inquiries in individual and group settings. The candidate should be able to draft business correspondence, compose memos and emails, and read, interpret, and apply information from various documents such as safety rules, operating instructions, and procedural manuals. Excellent proofreading skills are critical. Proficiency in Microsoft Office (Word, Excel, PowerPoint) is required, including the ability to create mail merges, flyers, forms, and spreadsheets using formulas. Preferred Qualifications
Completion of some college coursework is preferred. Familiarity with Microsoft Outlook, internet research tools, and the Banner Financial Module is preferred. Physical Demands
While performing the duties of this job, the employee is regularly required to walk, sit, use hands to handle office supplies, operate a 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, lift and/or move up to 15 pounds. Specific vision abilities required include the ability to adjust focus. Work Location and Schedule
This position is eligible for a hybrid work arrangement. FLSA Non-Exempt. EEO Statement
Spelman College is an Equal Opportunity Employer. We are a smoke-free campus.
#J-18808-Ljbffr