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Job Title:   Senior Administrative Assistant -- G-STEM PROGRAM
 
FC1085
Days
None
Administrative/Clerical
Full-Time

JOB DESCRIPTION:
Note:  This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position.
 
The primary purpose of this multi-year, grant-funded position is to provide clerical and administrative support for the G-STEM Manager, to maintain thorough records within the office, and to provide support for G-STEM initiatives.  This position will function as the liaison between the manager, students, parents, and other divisions on campus, as well as with other international institutions. 

Essential Duties and Responsibilities include but are not limited to the following:
 
Utilize database management skills to organize, maintain, and ensure easy retrieval of records of G-STEM student applications and partner universities and related programs in a Microsoft Access database system; be able to do queries and generate reports from this database;
           
Prepare letters, reports, records, and other related G-STEM documents.  Generate graphs, spreadsheets, reports and other diagnostic tools for the G-STEM manager;
 
Assist with budget preparation working in Banner as directed by the supervisor;
 
Proofread completed materials and make corrections;
 
Prepare flyers, presentations, and brochures to disseminate information about G-STEM to students and to other divisions;
 
Coordinate travel reservations (air plane, hotel) with the College travel agent;
 
Purchase office supplies;
 
Keep the G-STEM homepage, facebook, and twitter pages updated; Ensure that Moodle is operational for student upload entries;
 
Be responsible for the office organization and for providing a welcoming environment;
 
Respond promptly and professionally to the questions of students and parents regarding the G-STEM Program; in particular,  special questions related to program cost, safety and existing research abroad program possibilities;
 
Prepare and process student applications;
 
Provide clerical and logistical support to G-STEM activities of training/advising students for study abroad during the phases of orientation and throughout the program implementation abroad;
 
Provide clerical and logistical support during the dissemination of G-STEM into research days and other presentations/meetings;
 
Assemble, research, and summarize information from various resources;
 
Advise students and others concerning records, reports, policies, and procedures of the College and G-STEM program;
 
Assist in the communication between the G-STEM office and other divisions on campus and with international institutions.
                 

JOB REQUIREMENTS:
Our ideal candidate profile will include:

High School Diploma and five years of related work experience or equivalent combination of education and experience are required. Some college preferred; experience working in an academic environment is a plus.

This position requires strong customer service focus, communication, and time management skills. 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 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 position requires basic level skills in specific Microsoft Office applications and may require intermediate or advanced levels in one or more applications. Also, requires Photoshop. In addition to producing correspondence, duties may involve assignments that require creating spreadsheets using formulas, tables, creating newsletters, and the use of Lotus Notes and Banner Financial Module. Requires the ability to type at least 45 wpm.

Spelman College is an Equal Opportunity/Affirmative Action Employer.

NO PHONE CALLS PLEASE!
 
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Spelman College, a historically Black college and a global leader in the education of women of African descent, is dedicated to academic excellence in the liberal arts and sciences and the intellectual, creative, ethical, and leadership development of its students. Spelman empowers the whole person to engage the many cultures of the world and inspires a commitment to positive social change.

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