Administrative Assistant

Position Summary
Provides administrative and clerical duties for the Environmental and Health Sciences Program and/or assigned supervisor(s).

Essential Duties And Responsibilities
Serves as receptionist for the Department; Welcome students faculty staff and visitors answer general inquiries and answer and direct telephone calls. Provides administrative support to the chairperson and faculty of the Environmental and Health Sciences Program which may include duties such as typing various correspondence and reports and copying etc. Provides supervision for workstudents according to guidelines provided by the direct supervisor. Plans attends and takes detailed minutes for the departmental meetings and prepare minutes for distribution prior to the next meeting. Develops and maintains a filing system for all majors and minors keeping track of performance and progression in the curriculum. Organizes courses for EHSP and communicates with the Registrars Office about information for catalog and yearly bulletin. Assists chairperson with the composition and organization of grants filing of associated documents and submission of progress/final reports Works with chairperson to develop implement and improve office policies and procedures. Makes travel arrangements for visitors to the department department chair and faculty of the department. Coordinates travel reservations (air plane hotel) with the College travel agent; Processes registrations van/car rentals student travel forms. Coordinates arrangements for student field trips such as establishing contacts with host facilities and for transportation Prepares and reconciles travel expense reports and reimbursement check requests Creates spreadsheets and presentations tracking student data. Provides statistical data for budget reports. Works with banner to maintain the department budget: Processes all purchase orders requisitions and documents needed for the department. Keep running budget worksheet up to date; Maintains inventory of instructional and office supplies and place replacement orders promptly including printer cartridges paper and other items for the departmental office and faculty offices; Tracks budget transactions progress in Banner system; Provides regular feedback to requester on status of outstanding orders check requests etc . All of these activities need to be updated on the calendar and placed on the shared drive; Maintains copies and records of all financial documents related to purchases and other documents computer based files for record keeping purposes; Reserves facilities coordinate meals and/or refreshments for department functions; Schedules appointments plans and makes arrangements for luncheons and meetings; Processes departmental mail (pickup distribute handle express mailings etc. Prepares book list for Spelman bookstore before the beginning of the semester Coordinates department records located in the sharedrive such as: student records curriculum vitae from faculty and staff syllabi department minutes etc. Prepares departmental bookmarks and brochures before the beginning of each academic year. Keep a dailylog of activities performed and submit this log to the supervisor in a twoweekly basis. Maintains proper office dcor by providing a neat organized and welcoming environment

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 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.

Required Qualifications
High school diploma and three years of related work experience are required. This position requires strong customer service focus excellent communication verbal 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 oneonone 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 are essential. This position 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 Microsoft Outlook and Banner Financial Module. Requires the ability to type at least 45 wpm. Use of Access for the input of student and faculty information into the Environmental Science databank; Power Point for creation of presentations; and Publisher for creation of brochures bookmarks etc. is required.

Preferred Qualifications
Bachelors degree preferred.