Position Title Senior Administrative Assistant - Office of Title III (Grant-Funded)
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
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.
Schedules appointments for the office of Title III staff and activity directors and handles unresolved concerns and issues.
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.
Bachelor's degree preferred.
Certifications, Licenses, Restrictions
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 InformationPosting 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