Administrative Assistant

Spelman College Portal • Atlanta, GA

25d • Onsite

About The Position

Serves as the primary administrative support and first point of contact for the Education Department. Provide administrative, organization, and clerical support to the Education Department, and Chair.

Requirements

• High School Diploma or equivalent required.
• Minimum of three (3) years of related administrative or customer-facing work experience required.
• Exceptional customer service mindset with a proven ability to interface with students, parents, faculty, and external vendors with diplomacy, tact, and a professional demeanor.
• Excellent verbal and written communication skills.
• Ability to clearly articulate information, respond to inquiries in one-on-one or group settings, and maintain strict confidentiality.
• Proofreading skills with the ability to read, analyze, and interpret modern digital operating procedures, compliance guidelines, and instructional manuals.
• Superior time-management and organizational skills, with a demonstrated ability to self-motivate and balance competing priorities in an academic environment.
• Intermediate to advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint) for data tracking, document creation, and spreadsheet management.
• Experience with digital collaboration tools (e.g., Microsoft Teams) for departmental and college communication.
• Proficiency in Canva or similar modern design platforms to independently create department brochures, digital announcements, and materials.
• Experience with, or the ability to learn, higher-education ERP systems—specifically the Banner Financial Module—for budget tracking and processing requisitions.
• Comfort working in a cloud-based environment, including utilizing electronic filing systems (e.g., OneDrive, SharePoint), managing shared digital calendars, and navigating modern web content management systems.

Nice To Haves

• Some college coursework or an Associate’s degree preferred.
• Some college is preferred.

Responsibilities

• Front Desk & Communication Management: Welcome students, faculty, staff, and visitors; handle general inquiries. Manage the departmental email inbox, distribute daily mail/express shipping, and maintain the department bulletin board and student email announcements. Regularly review, update, and maintain the Education Department website and assist with the preparation of program brochures.
• Faculty & Departmental Support: Provide clerical support to full- and part-time faculty, including typing, copying, and assembling course materials (syllabi, exams, etc.). Manage the departmental calendar (via Outlook), including monthly meetings, events, and tracking faculty travel. Coordinate appointments and schedule meetings. Organize logistics for meetings, events, and luncheons, including room reservations, catering, and visitor arrangements (hotel reservations, parking passes).
• Travel & Logistics Coordination: Coordinate flight and hotel reservations through the College travel agent for faculty, staff, and students. Process registrations, expense reports, vehicle rentals, and mandatory student travel forms.
• Financial & Budget Administration: Prepare purchase requisitions and check requests, including specialized requests for the teacher certification program accreditation. Maintain a running internal budget worksheet and use the Banner system to monitor departmental and grant-funded budgets. Obtain necessary signatures, process invoices, track order progress in Banner, and provide regular status updates to the original requesters. Assist in budget related items for Department and faculty grants.
• Office Operations & Record Keeping: Organize and maintain secure digital filing systems, including tracking student enrollment data for the major and teacher certification programs. Monitor and replenish office, classroom, faculty, and general supplies (paper, ink cartridges, instructional materials). Maintain copies of all financial transactions and provide regular records to the Department Chair for oversight.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED