Administrative Assistant

2 months ago

Atlanta, United States Spelman College Full time
Posting Details

Position Information

Position Title
Administrative Assistant - Wellness Center

Position Summary

The purpose of this position is to provide administrative and clerical office support for the Wellness Center to aid in the successful planning, implementation, promotion, and evaluation of programs and activities within the office.

Essential Duties and Responsibilities
  • Greets and directs visitors of the Wellness Center; answer phone inquiries and provide routine information to callers and visitors;
  • Provides administrative support to the Director of Campus Wellness and the department (which includes items such as maintaining and updating Director's calendar; copying, typing various forms of correspondence; (i.e. letters, reports, proposals, forms, envelopes)
  • Organizes, assembles and/or summarizes information from office files or other sources for the Director and Wellness Center Office use during appointments or meetings;
  • Coordinates travel arrangements for the Director and assist members of the Wellness staff by assisting with expense reports for submission to Accounts Payable, and may coordinate travel for the guest of the office;
  • Assists the Director in onboarding all new Wellness and Wellness Curriculum staff employees.
  • Orders and organizes office supplies, track expenditures, and confirm the accuracy of invoices;
  • Organizes and maintains document records/files for both physical and electronic materials;
  • Assists in the development of financial reports and monitor budget line items for the Wellness Center. Ensures proper posting to budget accounts, maintain budget files, communicates with Budget Office to resolve any budget-related questions, and provides monthly report of account balances to the DIrector
  • Supervises the distribution of mail to appropriate office personnel. This includes phone and electronic communications;
  • Develops presentation materials and set-up related equipment;
  • Reserves facilities, coordinate meals and/or refreshments;
  • May assist in the preparation, submission, and follow-up of proposals and budgets
  • Prepares periodic newsletters and/or flyers;
  • Performs on/off-campus meeting support services including; planning, scheduling, and setting agendas and prepares minutes;
  • Must go through training and become knowledgable of the Wellness Center software to assist with various reports and projects.
  • Must be able to take initative on various projects


Required Qualifications

Some college preferred. High school diploma and a minimum of three years of related work experience required.

Must be able to handle multiple tasks, be customer service oriented, well organized, and detailed oriented. Must create guidelines and enhance procedures that significantly increase efficiency and productivity. The incumbent must exercise independent judgment, deal with highly confidential matters, and utilize problem-solving techniques and decision-making skills.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to compose memos, letters, flyers, and other correspondence. The ability to speak effectively while interacting with parents, students, faculty, and staff is essential. Must possess good writing and proofreading skills.

To perform this job successfully, it requires basic level skills in specific Microsoft Office applications and may require intermediate or advanced levels in one or more applications. In addition to producing correspondence, duties may involve assignments that require creating spreadsheets using formulas, tables, creating newsletters, and the use of Outlook and Banner Financial Module

Preferred Qualifications

Some college preferred.

Certifications, Licenses, Restrictions

NONE

Physical Demands

While performing the duties of this job, the employee is regularly required to: sit, talk, hear, walk, use hands to operate computers and other office equipment. The employee frequently is required to: stand, reach with hands and arms. The employee is occasionally required to: climb, lift, and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.

Shift
Days

% Travel Required

Full Time/Part Time
Full-time

Work Location/Schedule:
This position is eligible for a hybrid work arrangement.

FLSA
Non-Exempt

Number of Vacancies
1

Anticipated Candidate Start Date

Position End Date

Posting Detail Information

Posting Number
SC0729P

Posting Open Date
10/08/2024

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 Vaccination Protocol

Due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College strongly recommends that faculty, staff, and students receive a COVID-19 vaccine and adhere to all health and safety guidelines.

If you have any questions please contact: Yemi Brown, PharmD Manager of COVID-19 Operations, at ibiyemibrown@spelman.edu

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