Senior Administrative Assistant

Position Title Senior Administrative Assistant Position Summary

Provides advanced-level administrative support for the Office of the Provost (including the Office of Faculty Affairs), assisting with the operations of the office, event planning, purchasing, and other duties as assigned.

Essential Duties and Responsibilities

• Provides direct administrative support to the Office of Faculty Affairs to include the Vice Provost for Faculty, Manager of Faculty Affairs, Faculty Affairs Specialist, and Faculty Affairs Operations Specialist

• Serves as primary administrative support for the Provost's Office Title III Activity Director, including coordinating communication with academic departments, purchasing, processing payments, travel, ordering supplies, etc.

• Serves as point of first contact for the Office of Faculty Affairs. Welcome students, faculty, staff, and visitors, answer general inquiries and answer direct telephone calls. Maintains communications log and phone messages for the office.

• Must be able to maintain strict confidentiality and handle sensitive personal documents, safely.

• Assists in office management, overseeing the processes and administrative operations of the Faculty Affairs Office

• Monitoring and submitting items for payment from the Faculty Recruitment and Retention account such as invoices, purchase orders, interviewee reimbursements, and relocation expenses for newly hired faculty members. Updates expenses on Smartsheet

• Manages the budgets for Faculty Start-Up funds, including coordinating purchases, reimbursements, and other expenditures, while working with faculty and departmental administrative assistants; this includes resolving all purchasing issues and reconciling budgets.

• Performs background checks on new faculty hires utilizing the established vendors.

• Receives Faculty Onboarding documents and creates new faculty personnel files.

• Processes registrations, check requests expense reports, and van/car rentals for members in the Office of Faculty Affairs

• Assists with maintaining, updating, and reconciling Office of the Provost budget Smartsheet.

• Follows up and maintains files of purchases and other documents including computer-based files; assists with managing Smartsheet, electronic filing, and scanning documents. Manage office electronic files and hard copy files, including shared drives.

• Tracks all office correspondences and manages Office of the Provost's email.

• Works with STS, FMS staff, and outside vendors to ensure offices and office equipment are maintained in working order.

• Responsible for maintaining office inventory and ordering supplies.

• Carries out clerical duties such as copying, typing various forms of correspondence (i.e., letters, reports, proposals, forms, envelopes), and mailings.

• May need to generate summary tables and graphs or graphics for presentation slides.

• Works with the Manager of Faculty Affairs to organize and notify presenters of the New Faculty Orientation and Faculty Institute annually as well as other faculty workshops and events related to hiring, retention, and professional development of faculty.

• Provide information to the Communications team to ensure faculty are updated appropriately on Spelman's website.

• Assists Special Assistant to the Provost with event planning, reserve facilities and audio-visual requests for meetings, and coordinate meals and/or refreshments.

• May serve as receptionist for the Provost's main office

• Manages incoming and outgoing mail daily.

• Assists with the management of the Provost Office Conference room reservations.

• May serve as backup to Special Assistant to the Provost offering general support to the Office of the Provost

Required Qualifications

Bachelor's degree preferred. High school diploma and five years of related work experience or an equivalent combination of education and experience required.

This position requires a strong customer service focus, attention to detail, and time management skills. A professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.

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. Good proofreading skills are essential. Must be able to adapt and be responsive to the demands of the office. Must have the ability to perform a variety of tasks simultaneously.

This work requires the ability to perform intermediate-level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint) which includes such things as typing letters and memos. The position may require advanced-level skills in some Microsoft applications. In addition to producing correspondence, duties may involve assignments that require creating brochures or spreadsheets. Must be able to do light mathematical calculations and maintain a budget. Must be capable of using Microsoft Teams, Microsoft Outlook, Microsoft Office 365, Smartsheet, PeopleAdmin, Banner Financial Module, and the Internet.

Preferred Qualifications

None

Certifications, Licenses, Restrictions

None

Physical Demands

While performing the duties of this job, the employee is regularly required to: talk, hear, walk, sit, use hands to handle office supplies, and operate computer and other office equipment. 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 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 SC0673P Posting Open Date 05/06/2024 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.