Senior Administrative Assistant - Office of Title III (Grant-Funded)

Posting Details

Position Information

Position Title Senior Administrative Assistant - Office of Title III (Grant-Funded)

Position Summary

This position reports to the Director of Title III and is responsible for providing advance level administrative support for the department. The Senior Administrative Assistant works closely with the Director and provides overall support to all activities and functions in the Office of Title III. The incumbent will coordinate projects and provide administrative support and assistance for all activities, functions, and projects managed by the Director of Title III and assist with the development of all correspondence, Team agendas, notes, action items, reports, dashboards, manuals, policies and procedures and programmatic updates required for the Office of Title III, U.S. Department of Education, and other requests to support the College.

Essential Duties and Responsibilities

Serves as point of first contact for the office. Coordinates and manages office activities and workflow processes to ensure smooth, efficient operations. Make work-related decisions in accordance with existing policies and procedures.

Provides assistance with completing required reports to the United States Department of Education, such as editing and reviewing the Phase I, Phase II, Interim, and Annual Performance Reports, and provides administrative support to the office of Title III, which includes, but is not limited to, incoming and outgoing correspondence.

Ensures that all correspondence is routed to the appropriate individual in a timely manner and prepares any documents for review by the Director.

Schedules appointments for the office of Title III staff and activity directors and handles unresolved concerns and issues.

Develops and maintains confidential files, reports, presentations, agendas, action items, documents submitted on behalf of the Office of Title III and the U.S. Department of Education, and all other reports generated for Title III.

Coordinates and manages the Director of Title III calendar, travel, expense reports, banner requisitions, campus room requisitions, similar scheduling, and other office activities and workflow processes to ensure smooth, efficient operations.

Assists the Director with updating templates for existing, newly created, and approved policies and procedures for the department and the College. Work with colleagues and Title III staff to ensure all approved institutional policies and federal guidelines are updated biannually.

Assists with establishing an effective monitoring system and maintaining effective lines of communication with the President, VP for Institutional Effectiveness, Government Relations, Activity Directors, Title III Projects Budgets Specialist and Title III Assessment and Data Specialist, Program Officer, and external Title III Project Directors, to ensure that the program operations are consistent with strategic goals for overall college development.

Prepare correspondence, reports, presentations, emails, and essential notes for the Director of Title III and constituents and communicate, if necessary, with the College leadership.

Assist the office of Title III with budget development and management, review and development of policies and procedures, review and update of the strategic plan initiatives, strategy and clearance processes, federal reports, events and visits related to Government Relations, and preparation of contracts for independent contractors and external evaluators.

Assist the Director of Title III and Title III Staff with developing the Title III Website.

Stays abreast of all automated processes related to current technology and software to support the Office of Title III and the College.

Prepares and provides information to external constituencies regarding programs of the College.

Ensures proper office coverage at all times.

Required Qualifications

A high school diploma and a minimum of five years of related work experience or equivalent combination of education and experience are required.

This position requires strong quality service focus, excellent written, verbal, and time management skills, and the ability to handle multiple tasks. A professional demeanor with the ability to interface with internal and external customers while engaging in diplomacy and tact is essential. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Leadership abilities with excellent analytical and detail-oriented skills are critical to success in this role. The ability to work effectively under pressure, be proactive, demonstrate initiative, and promote teamwork is a key asset in the role.

Excellent oral communication skills are required when presenting information and responding to questions from internal and external customers in one-on-one or group situations. The individual must be able to write business correspondence, revise grant proposals, and compose memos, letters, and e-mails. They must also be able to read, analyze, and interpret documents such as safety rules, grant requests for proposals, and procedural manuals. Good proofreading skills are essential.

The individual must be capable of monitoring a grant's programmatic and fiscal activities, including electronic transmission of reports, collection and validation of data to compile reports, and knowledge and operational skills to implement the Grant Administration Payment System (GAPS) and G5. The incumbent must have strong word processing and data management skills and/or the appropriate aptitude to learn quickly.

To perform this job successfully, an individual must have intermediate skills using Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing correspondence, memos, and e-mails, duties may involve assignments that require editing grant proposals, creating spreadsheets containing formulas and pivot tables, PowerPoint presentations, using Outlook, Banner, Internet navigation, and developing dashboards.

Preferred Qualifications

Bachelor's degree preferred.

Certifications, Licenses, Restrictions

None.

Physical Demands

While performing the duties of this job, the employee is regularly required to: walk, sit, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee frequently is required to: stand, reach with hands and arms. The employee is occasionally required to: 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 1% - 25% Full Time/Part Time Full-time Work Location/Schedule: This position requires onsite work and is not eligible for remote work. FLSA Non-Exempt Number of Vacancies 1 Anticipated Candidate Start Date 10/02/2023 Position End Date 09/30/2024

Posting Detail Information

Posting Number SC0601P

Posting Open Date 08/24/2023 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 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 [email protected]. Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve.

Supplemental Questions

Required fields are indicated with an asterisk ().

Documents Needed To Apply

Required Documents

Resume

Optional Documents

Cover Letter of Interest