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Job Title:   Administrative Assistant--Education Studies Program

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.
Provide administrative, organization, and clerical support to the Education Studies Program and Chair.
Essential Duties and Responsibilities include but are not limited to the following:

Serve as point of first contact for the Education Studies Program.  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 Studies Program, 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;

Reserve facilities, coordinate meals and/or refreshments;

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;
  • 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 purchases 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 in the program;

Maintain accurate unit and program information on the College web site;

Provide student announcements via email and through the Education Studies Program bulletin board;

Maintain confidentiality of information related to the Education Studies Program;

Maintain the ESP’s website and support the preparation of program brochures; 

Display flexibility, adaptability and a willingness and ability to work with a broad range of constituents (e.g., faculty, students, vendors);

Our ideal candidate profile will include:

High School Diploma and three years of related work experience are required. Some college is preferred.

This position requires a strong customer service focus, excellent communication (both written and verbal), 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 position requires the ability to perform basic level computer skills using the Microsoft Office Suite (Word, Excel, and Power Point) 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, electronic filing and Internet. Requires the ability to type 45 wpm.

Spelman College is an EOE/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. 

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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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