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Administrative Assistant (10-months) Sociology and Anthropology

Employer
Spelman College
Location
Atlanta, Georgia
Closing date
Jan 29, 2023

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Position Type
Other
Hours
Full Time
Organization Type
Academic
*Job Title:*Administrative Assistant (10-months) -- Sociology and Anthropology
*Job Summary:*
Provide administrative and clerical duties for a department(s) and/or assigned supervisor(s).

*Essential Duties and Responsibilities:*
* May serve as point of first contact for the Department. Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls.
* Arrange travel for faculty/staff and students:
* Coordinate travel reservations (air plane, hotel) 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 the departmental office, faculty offices, and laboratories;
* Order instructional and office supplies according to request;
* Work with Banner system to maintain departmental and grant budgets;
* Follow-up on financial documents:
* Obtain necessary signatures;
* Check on delivery of items;
* Process invoices;
* Track progress in Banner system.

* Provide regular feedback to requester on status of outstanding orders, check requests, etc.
* Maintain copies of all financial documents.

* Follow-up and maintain files of purchase and other documents including computer based files; also provide copies to the department chair/director for record keeping purposes;
* Maintain inventory of and order office supplies, instructional supplies, and equipment;
* May 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 information for the department and/or supervisor(s) as requested;
* Prepare periodic newsletters and/or flyers for distribution in the department;
* Provide administrative assistance and support to all faculty in the department;
* Reserve facilities, coordinate meals and/or refreshments;
* Monitor the status of the facilities (classrooms, laboratories, office area) and make arrangements for needed repairs (e.g., notify Facilities Management if something is not functioning properly);
* Schedule appointments, plan and make 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;
* Process faxed, e-mail, or web-based applications and materials;
* May provide general instructions to general college students.
* Provide 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. The administrative assistant also 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. Finally, the administrative assistant schedules applicant interviews, and creates and updates Excel spreadsheets to keep track of students' scholarships, passport and visa information.
* Provide administrative assistance and support for the Food Studies minor including
* developing and maintaining listservs for both students who are minoring or interested in food studies and of community partners
* train student assistant to manage social media and web presence for food studies
* create flyers and promotional materials
* manage ordering/budgets as necessary
* manage the budget for the ACS grant for the Just Food class (if it goes well, we will have that class at least another two years)

* Provide administrative assistance and support for our Interdisciplinary Big Questions Colloquia, required of all first-year students and has a shared home/base in the Deans Office and the Department of Sociology and Anthropology. Directing BQC requires meeting with faculty who are either teaching or interested in teaching a colloquium, planning the June workshop, developing communications about BQC, and working with the Deans to ensure that sections are covered.
*Required Qualifications:*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. 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 the ability to perform basic level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint) which include such things as typing basic letters and memos. In addition to producing correspondence, duties may involve assignments that require creating brochures or spreadsheets. Must be capable of using Lotus Notes, Banner Financial Module, and Internet.
*Preferred Qualifications:*Some college is preferred.
*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:*0%
*Full Time/Part Time:*Full-Time 10 month
*FLSA:*Non-Exempt
*Number of Vacancies:*1
*Posting Number:*SC0489P
*Posting Open Date:*10/06/2022
*Open Until Filled:*Yes
*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 [ibiyemibrown@spelman.edu](mailto:ibiyemibrown@spelman.edu) 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 [ibiyemibrown@spelman.edu](mailto:ibiyemibrown@spelman.edu). Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using [Etrieve](https://etcentral.spelman.edu/#/form/24).

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.

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