Spelman College Hiring for Administrative Assistant (PT-mths) – Dance Performance & Choreography at Atlanta, GA Full Time

Administrative Assistant (PT-10mths) – Dance Performance & Choreography

Position Summary:

The Administrative Assistant provides administrative support for the Department of Dance Performance & Choreography (DPC), with minimal supervision, overseeing the day-to-day administrative activities of the program. This position reports to the Chair of Dance Performance & Choreography (DPC).

Essential Duties and Responsibilities :

• Provides specific and direct assistance to the Chair of Dance Performance & Choreography (DPC).
• Provides comprehensive administrative assistance and support to the Chair of Dance Performance & Choreography (ex. clerical duties such as preparing correspondence, filing (electronic and paper), copying, typing, scanning, faxing).
• Maintains electronic and paper filing system.
• Serves as first point of contact for the Office; welcome students, faculty, staff, and visitors, answer general inquiries, emails, and answer and direct telephone calls.
• Arranges travel for DPC Chair/guest speakers/visitors and students:
  • Coordinates travel reservations (airplane, hotel, parking) with the College travel agent.
  • Processes registrations, expense reports, van/car rentals, student travel forms.
  • Reserves facilities for DPC meetings, meals, and or refreshments.
  • Initiates and processes purchases, check requests:
  • Prepares purchase requisitions and check requests.
  • Keeps running budget worksheet up to date.
  • Maintains inventory of supplies, including printer cartridges, paper, and other items for the departmental
  • Follow-up on financial documents: Obtain necessary signatures, Check on delivery of items
  • Provides regular feedback to requester on status of outstanding orders, check requests, etc.
  • Maintains copies of all financial documents.
• Assists in maintaining DPC website, google docs (or OneDrive).
• Prepares DPC publications, forms, newsletters, brochures, flyers, social media posts and other marketing materials for distribution and communication to faculty, students, various other college constituents and community members.
• Coordinates mail and express shipping receipt and delivery, including collecting and distributing mail on a daily and timely basis.
• Creates, maintains and updates a record-keeping system to include but not limited to: files of purchase and other documents including computer based files; profiles and contact information on DPC staff, guest speakers, presentations and lectures; also provide copies to the DPC Chair and Arts Division Chair for record keeping purposes;
• Assists in preparing reports, agendas and other materials as requested.
• Assists the DPC Chair in coordinating events (i.e., contact speakers, arrange itineraries, manage records, input data from scanners, managing Moodle)
• Assists in the maintenance of DPC events calendar.
• Record and write detailed minutes of DPC meetings and retreats; make these available to DPC Chair and faculty
• Creates announcements and invitations for student campus distribution.
• Supervises graduate, general college and work study students.

Required Qualifications:

High School Diploma and three years of related work experience are required.This position requires strong customer service focus, excellent writing, and time management skills. 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 and attention to detail are essential.This work requires the ability to perform basic level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint) which include such things as typing basic letters and memos. May require some intermediate skills in some applications. 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, and Internet.

Preferred Qualifications:

Some college is preferred.
Social media experience also preferred.

Certifications, Licenses, Restrictions :

None.

Physical Demands:

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

Shift:

Days

Full Time/Part Time:

Part-time

FLSA:

Non-Exempt

Number of Vacancies:

1

Posting Number:

SC0599P

Posting Open Date:

08/16/2023

Open Until Filled:

Yes

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.