Administrative Assistant for eSpelman Operations

Spelman College Portal•Atlanta, GA

About The Position

The Administrative Assistant for eSpelman Operations will oversee the day-to-day administrative activities of the office. The Administrative Assistant will provide administrative and clerical duties for the Associate Vice President for eSpelman Operations.

Requirements

High School Diploma and three years of related work experience are required.
This position requires strong customer service focus, excellent communication, verbal and time management skills.
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.
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 position requires basic level skills in specific Microsoft Office applications and may require intermediate or 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 and Banner Financial Module.

Nice To Haves

Some college is preferred.

Responsibilities

Serve as point of first contact for eSpelman operations and eSpelman students.
Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls.
Make travel arrangements for the Associate Vice President for eSpelman Operations
Coordinate travel reservations (airline, hotel etc.) with the College travel agent
Process registrations, expense reports, van/car rentals, student travel forms.
Handle purchases, check requests
Prepare purchase requisitions and check requests
Keep running budget worksheet up to date
Maintain inventory of supplies, including printer cartridges, paper, and other items for
Order instructional and office supplies according to request
Work with Banner system to maintain departmental and grant budgets
Provide follow-up on financial documents
Obtain necessary signatures
Check on delivery of items
Processes invoices
Tracks progress in Banner system.
Provide regular feedback to requesters on status of outstanding orders, check requests, etc.
Maintain copies of all financial documents.
Follow-up and maintains files of purchase and other documents including computer-based files
Maintain inventory of and order office supplies, instructional supplies, and equipment
Assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through)
Carry out clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings
Make arrangements for visitors to the department (for example, reserve local hotel rooms, parking arrangements)
Prepare PowerPoint presentations for eSpelman meetings and workshops
Prepare information for the department and/or supervisor(s) as requested
Prepare periodic newsletters and/or flyers for distribution
Reserve facilities, coordinate meals and/or refreshments
Schedule appointments, plans and makes arrangements for luncheons and meetings
Serve as receptionist for the Department and/or supervisor(s)
Coordinate mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis
Processes faxed, e-mail, or web-based applications and materials
Provide general instructions to eSpelman students.