Senior Administrative Assistant - Sociology and Anthropology

Position Information

Job Title
Senior Administrative Assistant -- Sociology and Anthropology

Job Summary

This position will provide support to the department chair and faculty of the Sociology and Anthropology department by executing advanced, complex, and comprehensive level administrative functions.

This position will also provide support for College Programming such as IBQC, Phi Beta Kappa, Food Studies Minor, Departmental Summer Study Programs, etc.

Essential Duties and Responsibilities

• Performs advanced duties directly involved with one or more major responsibilities such as:

• Preparation of grant proposals, awards tracking, and maintenance of grant budgets.

• Processing of highly sensitive information such as student pay, evaluations,

student registration, or student insurance records.

• Representing Spelman College outside of the office such as serving as a co-advisor to a

department-sponsored student club or organization.

• Management of a special program such as the operation of the summer pre-student

program.

o Providing comprehensive administrative assistance and support to all faculty and students
in the department.

o Administer a database and produce general reports.

o Conduct internet-related research.

• May serve as a point of first contact for the Department. Welcome students, faculty, staff, and visitors, answer general inquiries, and answer direct telephone calls.

• Arranges travel for faculty/staff and students:

o Coordinates travel reservations (airplane, hotel) with the College travel agent.

o Processes registrations, expense reports, van/car rentals, and student travel forms.

• Handles purchases, and check requests:

o Prepares purchase requisitions and check requests.

o Keeps running budget worksheet up to date.

o Maintains inventory of supplies, including printer cartridges, paper, and other items for the
departmental office, faculty offices, and laboratories.

o Orders instructional and office supplies according to request.

o Works with Banner system to maintain departmental and grant budgets.

o Follow-up on financial documents:

§ Obtain necessary signatures.

§ Check on delivery of items.

§ Processes invoices.

§ Tracks progress in the Banner system.

o Provide regular feedback to the requester on the status of outstanding orders,
check requests, etc.

o Maintain copies of all financial documents.

• Follow-up and maintains files of purchases and other documents including computer-based files; also provide copies to the department chair/director for record-keeping purposes.
• Maintains the inventory of and orders office supplies, instructional supplies, and equipment.
• May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through).
• Performs clerical duties such as copying, typing various forms of correspondence (i.e., letters, reports, proposals, forms, envelopes), and mailings.
• Coordinates arrangements for visitors to the department (for example, reserving local hotel rooms, and parking arrangements).
• Prepares information for the department and/or supervisor(s) as requested.
• Prepares periodic newsletters and/or flyers for distribution in the department.
• Provides comprehensive administrative assistance and support to all faculty in the department.
• Reserves facilities for meetings and coordinate meals and/or refreshments.
• Monitors the status of the facilities (classrooms, laboratories, office area) and coordinates arrangements for needed repairs (e.g., notify Facilities Management if something is not functioning properly).
• Schedules appointments for the director/department chair and manage the department calendar.
• Coordinates mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis. Process faxes, e-mails, and web-based applications and materials.
• May provide general instructions to general college students.
• Provides administrative assistance and support for our study abroad programs including circulating flyers, information sheets, and the application; managing email lists of interested students; and sending out communications to the students.
• Keeps track of payments and a list of required documents that students must submit before going abroad and manages communication with participants regarding updates on the visa application process.
• Schedules applicant interviews and creates and updates Excel spreadsheets to keep track of students' scholarships, passports, and visa information.
• Provides administrative assistance and support for the Food Studies minor including:

o Developing and maintaining listservs for both students who are minoring or interested in

food studies and of community partners

o Train student assistants to manage social media and web presence for food studies

o Creates flyers and promotional materials

o Manages ordering/budgets as necessary

o Manages the budget for the ACS grant for the Just Food class

• Provides administrative assistance and support for our Interdisciplinary Big Questions Colloquia, required of all first-year students, and has a shared home/base in the Dean's Office and the Department of Sociology and Anthropology.

Required Qualifications

Bachelor's degree preferred. A High School Diploma and five years of related work experience or an equivalent combination of education and experience are required.

This position requires strong customer service focus, communication, and time management skills. A professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus the ability to perform a variety of tasks simultaneously, at times with little supervision.

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. 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.

This work requires demonstrated ability to perform intermediate-level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint) and operate graphic design software programs. Some software applications may require advanced skills. In addition to producing correspondence, duties may involve assignments that require creating brochures, mail merges, fliers, forms, andspreadsheets using formulas, plusthe use of Lotus Notes, Banner Financial Module, and Internet navigation.

Preferred Qualifications

A Bachelor's degree is preferred.

Certifications, Licenses, Restrictions

Physical Demands

While performing the duties of this job, the employee is regularly required to: sit, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee is frequently required to: reach with hands and arms,walk, and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Shift
Days

% Travel Required
1% - 25%

Full Time/Part Time
Full-time

FLSA
Non-Exempt

Number of Vacancies
1

Anticipated Candidate Start Date

Position End Date (if temporary)

Posting Detail Information

Posting Number
SC0489P

Posting Open Date
03/03/2023

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 Testing and Vaccination Protocol

Due to the ongoing pandemic, Spelman College has instituted a COVID-19 testing requirement. You will need to provide a negative COVID-19 test result within five (5) days of your start date. Acceptable tests include: PCR, Rapid Antigen, or results of an at home self-test. When providing test results of an at home self-test, your full name and test date must be written down legibly alongside your final results. The cost related to testing is not a reimbursable expense by the College. Please email your negative test results to Yemi Brown, PharmD Manager of COVID-19 Operations at [email protected] prior to your first day on campus.

In addition, 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) 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 [email protected]. Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve.

It is our hope to minimize transmission of the coronavirus in the workplace and academic setting by requiring occupational protection such as requiring face masks be worn indoors, encouraging frequent handwashing and promoting adherence to the community testing cadence.