Administrative Assistant

Talladega College•Talladega, AL

52d•Onsite

About The Position

The Eunice Walker Johnson School of Education and Social Sciences invite applications for a full-time Administrative Assistant to provide high-level executive, operational, and academic support to the Office of the Dean. The successful candidate will serve as a confidential assistant to the Dean and to the chairs, directors, and coordinators of the School’s academic programs. This is a mission-critical role that supports faculty operations, student services, fiscal processing, and accreditation activities within a dynamic liberal arts environment.

Requirements

High school diploma or equivalent required; Associate's degree or Bachelor's degree preferred.
Minimum of 2-3 years of administrative or secretarial experience, preferably in an academic setting.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with Jenzabar or similar student information systems is a plus.
Excellent organizational and time management skills.
Strong written and verbal communication skills.
Ability to maintain confidentiality and handle sensitive information with discretion.
Ability to work independently and as part of a team.
Experience in managing calendars and scheduling meetings.
Customer service orientation with the ability to interact professionally with faculty, students, and visitors.

Nice To Haves

Associate's degree or Bachelor's degree preferred.
Experience with Jenzabar or similar student information systems is a plus.
Experience supporting accreditation processes.

Responsibilities

Serve as the confidential assistant to the Dean and to the School’s chairs, directors, and coordinators.
Manage the Dean’s calendar, correspondence, and meeting logistics, including scheduling, agendas, and follow-up communications.
Prepare minutes for meetings convened by the Dean; archive and distribute minutes to faculty and stakeholders as appropriate.
Draft, format, and proofread letters, memoranda, reports, and presentations on behalf of the Office of the Dean.
Maintain the strictest confidentiality regarding faculty, staff, and student information at all times.
Greet faculty, students, and visitors professionally and respond to telephone and email inquiries in a timely manner.
Collect, sort, and distribute departmental mail.
Maintain organized electronic and paper filing systems, including secure storage of sensitive records.
Inventory and order office supplies; submit work orders to Facilities to ensure a safe and functional work environment.
Supervise and coordinate the work of assigned work-study students.
Support pre-registration and registration activities for the School’s programs.
Assist with the preparation and distribution of academic materials, including syllabi, advising documents, and student tracking forms.
Provide front-line support to students with general inquiries and refer specialized concerns to appropriate faculty or administrators.
Support faculty in coordinating field experience, clinical placement, and internship documentation.
Process requisitions, purchase orders, travel authorizations, and reimbursement requests through Jenzabar.
Maintain accurate records of grant disbursements, expenditures, and accountability documentation.
Verify and submit work-study and student worker payroll hours within institutional deadlines.
Provide administrative support for institutional and programmatic accreditation cycles, including CAEP, CSWE, NAEYC, SACSCOC, and other applicable bodies.
Assist with the organization, indexing, and archiving assessment evidence, faculty credentials, and program documentation.
Support the preparation of reports, including weekly direct reports, annual assessment reports, and Title III documentation.
Adhere to all Talladega College policies and procedures.
Demonstrate punctuality and consistent attention to institutional deadlines.
Perform other duties as assigned by the Dean or designee.