Provide administrative, organization, and clerical support to the Education Department, and Chair.
Essential Duties and Responsibilities :
Serve as point of first contact for the Education 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.
Carry out clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings;
Manage the calendar of the Education Department, maintaining calendars for travel and sick/vacation/personal time for all faculty in the program.
Coordinate mail and express shipping receipt and delivery, including collecting and distributing faculty mail on a daily and timely basis and sorting through and prioritizing the general mail to determine what requires a signature or follow-up;
Provide clerical and administrative support to full and part-time faculty, which may include typing, copying, assembling course materials (i.e., syllabi, exams, etc.) and offering assistance where requested;
Maintain regular communication ( email and other modes) with the faculty of the program to ensure efficiency of the program
Schedule appointments, plan and make arrangements for luncheons and meetings;
Assist with electronic and paper filing of state and federal reports related to the teacher certification program
Handle purchases, check requests:
Prepare purchase requisitions and check requests;
Prepare purchase requisitions and check requests specific to teacher certification program accreditation and approval
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 program chair for record keeping purposes;
May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through);
Make arrangements for visitors to the program (for example, reserve local hotel rooms, parking arrangements);
Organize and maintain filing system, including records for student admission and program in the program;
Maintain accurate unit and program information on the College web site;
Provide student announcements via email and through the Education Department bulletin board;
Maintain confidentiality of information related to the Education Department;
Maintain the Education Department's website and support the preparation of program brochures; and
Display flexibility, adaptability and a willingness and ability to work with a broad range of constituents (e.g., faculty, students, vendors).
Required Qualifications:
Some college is preferred and three years of related work experience are required. High School Diploma required.
This position requires a strong customer service focus, excellent communication (both written and verbal), and organizational, and time management skills. Must be motivated and possess a 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. It may require some intermediate skills for some applications. 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, electronic filing and Internet.
Preferred Qualifications:
Some college is preferred.
Certifications, Licenses, Restrictions :
None.
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
FLSA:
Non-Exempt
Number of Vacancies:
1
Posting Number:
SC0633P
Posting Open Date:
12/11/2023
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 Vaccination Protocol:
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 (when eligible) or a single dose of the bivalent vaccine) 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. Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve.
