Senior Administrative Assistant at Spelman College in Atlanta, Georgia

Job Description:

Position Title:

Senior Administrative Assistant

This position is designed to provide complex and high-level administrative support for the Health Careers Program office.

• Supports the director, faculty and staff of the Health Careers Program (HCP). Communicates


• Plans, attends and takes detailed minutes of HCP staff meetings and Health Council meetings.


• Answers phone calls provide information to callers or connect callers to appropriate people.


• Schedule recruitment events and special guest appointments, while updating programmatic calendars for HCP.


• Assists with the preparation of grant proposals, and tracks and maintains grant award budgets;


• Makes travel arrangements and reservations for program director and staff and reconciles expenses with business office.


• Provides complex statistical, budget and data reports, and analysis to inform stakeholders of students progression towards acceptance to graduate and professional school.


• Greets and provides general support to visitors. Guides work study students in their daily responsibilities of the office when developing events.


• With the development of the HCP Success Teams, works closely with peer mentors and peer ambassadors to organize, track and assess student engagement.


• Works with program director to develop, implement and improve office policies and procedures.


• Organizes courses for HCP Summer Programs and communicate with registrar's office about information for catalog and yearly bulletin.


• Composes and types regular correspondences, like invitations and informative programmatic materials.


• Develops and maintains a filing system for all registered students of the HCP and keeps track of performance, progression in the curriculum,


• Creates spreadsheets and presentations for both budget and student tracking data.


• Completes all necessary orders, requisitions, and PO distributions to vendors in a timely manner at the discretion of the director.


• Assists HCP director with the composition and organization of grants, filing of associated documents, and submission of progress/final reports.


• Provides logistical support for activities and events sponsored by the program which may include reserving facilities for meetings, coordinate meals and/or refreshments;


• Maintains and monitors departmental budgets.

High School Diploma and a minimum of five (5) years of related work experience required. Prior experience in a college and/or university environment a plus.


Must possess and demonstrate excellent interpersonal skills when working with students, faculty and staff, and internal and external contacts. 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. Must also 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 possess good time management skills with the ability to plan, prioritize and organize a diversified workload with attention to detail.


This position requires intermediate level skills in specific Microsoft Office applications and may require advanced levels in one or more applications. In addition to producing correspondence, duties may involve assignments that require creating spreadsheets using formulas, tables, creating newsletters, and the use of Outlook or similar system and Banner Financial Module. Must be capable of conducting internet research

Some college preferred.

None.

While performing the duties of this job, the employee is regularly required to: sit, talk, hear, walk, stand and use hands to operate computer and to handle or operate office equipment. The employee is frequently required to: use hands and reach with hands and arms. The employee is occasionally required to: climb, stoop, kneel, crouch, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.

Days

0%

Full-time

Non-Exempt

1

SC0630P

11/29/2023

Yes

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.

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.