Administrative Assistant
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Posting Details
Position Information
Applicants must be legally authorized to work in the United States at the time
of hire and must maintain authorization throughout employment. This position
is not eligible for sponsorship.
This position is contingent upon the availability of sufficient funding.
Position Title Administrative Assistant
Position Summary Serves as the primary administrative support and first point of contact for the Education Department. Provide administrative, organization, and clerical support to the Education Department, and Chair.
Essential Duties and Responsibilities
Key Responsibilities
1. Front Desk & Communication Management
Department First Contact: Welcome students, faculty, staff, and
visitors; handle general inquiries.
Correspondence & Media: Manage the departmental email inbox,
distribute daily mail/express shipping, and maintain the department
bulletin board and student email announcements.
Website & Promotion: Regularly review, update, and maintain the
Education Department website and assist with the preparation of program
brochures.
2. Faculty & Departmental Support
Administrative Assistance: Provide clerical support to full- and part-
time faculty, including typing, copying, and assembling course materials
(syllabi, exams, etc.).
Calendar & Scheduling: Manage the departmental calendar (via
Outlook), including monthly meetings, events, and tracking faculty
travel. Coordinate appointments and schedule meetings.
Event Planning: Organize logistics for meetings, events, and
luncheons, including room reservations, catering, and visitor arrangements
(hotel reservations, parking passes).
3. Travel & Logistics Coordination
Travel Arrangements: Coordinate flight and hotel reservations through
the College travel agent for faculty, staff, and students.
Documentation: Process registrations, expense reports, vehicle
rentals, and mandatory student travel forms.
4. Financial & Budget Administration
Purchasing & Invoicing: Prepare purchase requisitions and check
requests, including specialized requests for the teacher certification
program accreditation.
Budget Tracking: Maintain a running internal budget worksheet and use
the Banner system to monitor departmental and grant-funded budgets.
Document Workflow: Obtain necessary signatures, process invoices,
track order progress in Banner, and provide regular status updates to the
original requesters.
Grant Support: Assist in budget related items for Department and
faculty grants.
5. Office Operations & Record Keeping
Data & Filing: Organize and maintain secure digital filing systems,
including tracking student enrollment data for the major and teacher
certification programs.
Inventory Control: Monitor and replenish office, classroom, faculty,
and general supplies (paper, ink cartridges, instructional materials).
Reporting: Maintain copies of all financial transactions and provide
regular records to the Department Chair for oversight.
Required Qualifications
Education & Experience
Minimum Education: High School Diploma or equivalent required.
Preferred Education: Some college coursework or an Associate's degree
preferred.
Experience: Minimum of three (3) years of related administrative or
customer-facing work experience required.
Core Competencies & Interpersonal Skills
Exceptional customer service mindset with a proven ability to interface
with students, parents, faculty, and external vendors with diplomacy,
tact, and a professional demeanor.
Excellent verbal and written communication skills. Ability to clearly
articulate information, respond to inquiries in one-on-one or group
settings, and maintain strict confidentiality.
Proofreading skills with the ability to read, analyze, and interpret
modern digital operating procedures, compliance guidelines, and
instructional manuals.
Superior time-management and organizational skills, with a demonstrated
ability to self-motivate and balance competing priorities in an academic
environment.
Technical Proficiency
Intermediate to advanced proficiency in Microsoft 365 (Word, Excel,
PowerPoint) for data tracking, document creation, and spreadsheet
management. Experience with digital collaboration tools (e.g., Microsoft
Teams) for departmental and college communication.
Proficiency in Canva or similar modern design platforms to independently
create department brochures, digital announcements, and materials.
Experience with, or the ability to learn, higher-education ERP
systems—specifically the Banner Financial Module—for budget tracking and
processing requisitions.
Comfort working in a cloud-based environment, including utilizing
electronic filing systems (e.g., OneDrive, SharePoint), managing shared
digital calendars, and navigating modern web content management systems.
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
Work Location/Schedule:
FLSA Non-Exempt
Number of Vacancies 1
Anticipated Candidate Start Date
Position End Date
Posting Detail Information
Posting Number SC0914P
Posting Open Date 07/23/2026
Posting Closing Date
Open Until Filled Yes
Special Instructions to Applicants
EEO Statement Spelman College is an Equal Opportunity Employer. We are a smoke-free campus.
Supplemental Questions
Required fields are indicated with an asterisk ().
Documents Needed To Apply
Required Documents
Resume
Cover Letter of Interest
Optional Documents
Certificates, Licenses, and/ or Registrations
Certification (s)
