Administrative Assistant - Eminent Scholar (Sis) & Quality Enhancement Plan (Qep)

Position Title Administrative Assistant - Eminent Scholar (SIS) & Quality Enhancement Plan (QEP) Position Summary

Provide administrative and clerical support for Spelman's Independent Scholars(s) Office (SIS), the Director of Institutional Effectiveness, and staff of the Quality Enhancement Plan (QEP).

Essential Duties and Responsibilities

Duties Related to Both Departments

• Provides comprehensive administrative assistance and support which may include duties such as: filing, typing, copying, preparing correspondences; generating letters, reports, proposals, newsletters, invitations, and flyers); processing faxes, emails, and web-based applications and materials;

• Manages the Director and departmental calendars

• Serves as the first point of contact for both departments - welcome students, faculty, staff and visitors, answer general inquiries, and via phone, face-to-face, or email engagement and communication.

• Manages all travel arrangements for staff, students, and visitors/guests:

• Coordinates travel reservations (airplane, hotel, or by chartered bus) with the College travel agent;

• Processes registrations, expense reports, student travel forms, securing passports or renewing passports etc.

• Handles purchases, and check requests:

• Prepare purchase requisitions and check requests;

• Maintain inventory of supplies, including printer cartridges, paper, and other items for the office;

• Order office supplies when needed;

• Follow-up on financial documents:

• Obtain necessary signatures;

• Check on delivery of items;

• Process invoices;

• Track progress in Banner system.

• Provides regular feedback on the status of outstanding orders, check requests, etc.

• Maintains copies of all financial documents.

• Utilizes Banner system to maintain departmental and grant budgets and provides up to date running budget worksheets (e.g., college, grant funded, revenue bearing);

• Assists in the preparation, submission, and follow-up proposals and budgets (word processing, signatures, walk-through);

• Coordinates and make arrangements for departmental events (e.g. luncheons, meetings, campus-wide activities book signing);

• Monitors the status of office areas and make arrangements for needed repairs (e.g., notify Facilities Management if something is not functioning properly);

• Coordinates mail and express shipping receipt and delivery, including collecting and distributing mail on a daily and timely basis;

• Serves as contact liaison with the Strategic Communication and Marketing office, to maintain website and/or You Tube.

Spelman Independent Scholars (SIS)

• Creates contracts for transcription and editing of SIS interviews;

• Secures writer's permission to publish an article in the SIS Journal;

• Manages out-going SIS communication to elders, consultants, contributors, etc.;

• Updates and maintain the database of SIS contact information;

• Coordinates details for the printing of SIS biannual volumes including working with photographers, designers, printers, students, and elders to ensure a quality finished product;

• Works with Atlanta University Woodrow Library on scheduling seminars on archiving, on maintaining a Library of books placed on reserve for SIS research, and on adding to available in the SIS study to which the Point Scholar has the key;

• Supervises SIS work-study students;

• Works with Director in creation of SIS videos and duplication of those videos for housing in the archives;

• Updates SIS Archival Catalogue;

• Manages distribution of equipment for SIS student research;

• Assists in creating the second edition of They Saw the Sun First, the SIS Journal of interviews and writings edited by a Summa SIS Alumna that celebrates research, writing and interviews by Young Scholars in SIS;

Quality Enhancement Plan (QEP)

• Develops and maintain workflow processes to achieve specific goals in a timely manner, such as organizing documents, communicating with, and providing administrative support for collaborating offices and committees engaged in work with the Director of Institutional Effectiveness and QEP.

• Identifies and communicates with faculty about upcoming training and workshop opportunities related to promoting QEP;

• Collaborates with the Division of Strategic Communications and Marketing to maintain the QEP website, conforming to specific data and information requirements;

Required Qualifications

High School Diploma and three years of related work experience are required. Some college is preferred.

This position requires strong customer service focus, excellent writing, and time management skills. Must be a critical thinker, able to handle multiples tasks, and work under deadlines. Must be detailed orientated and possess good proofreading skills. Must possess a professional demeanor with the ability to interface with internal and external customers with diplomacy and tact.

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.

This work requires the ability to perform basic level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint) which include such things as typing basic letters and memos. Intermediate skills may be required for some applications. In addition to producing correspondence, duties may involve assignments that require creating brochures or spreadsheets and producing research videos. Must be capable of using Lotus Notes, Banner Financial Module, and Internet.

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: walk, 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, , 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 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 SC0610P Posting Open Date 09/27/2023 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.

COVID-19 Vaccination Protocol

Due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College requires up to date COVID-19 vaccination of all faculty, staff, and students (collectively "Campus Community") that have job duties, attend classes, or are otherwise present on campus. You will need to submit proof of up-to-date COVID-19 vaccination: full vaccination and a booster (when eligible) or a single dose of the bivalent vaccine) prior to your first day on campus or you may seek a medical or religious exemption to the vaccination requirement by providing the necessary documentation to: Yemi Brown, PharmD Manager of COVID-19 Operations, at ibiyemibrown@spelman.edu. Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve.