Administrative Assistant Eminent Scholar SIS Quality Enhancement Plan QEP

Position Summary
Provide administrative and clerical support for Spelmans Independent Scholars(s) Office SIS the Director of Institutional Effectiveness and staff of the Quality Enhancement Plan QEP .

Essential Duties And Responsibilities
Duties Related to Both Departments Provides comprehensive administrative assistance and support which may include duties such as: filing typing copying preparing correspondences; generating letters reports proposals newsletters invitations and flyers); processing faxes emails and webbased applications and materials; Manages the Director and departmental calendars Serves as the first point of contact for both departments welcome students faculty staff and visitors answer general inquiries and via phone facetoface or email engagement and communication. Manages all travel arrangements for staff students and visitors/guests: Coordinates travel reservations (airplane hotel or by chartered bus) with the College travel agent; Processes registrations expense reports student travel forms securing passports or renewing passports etc. Handles purchases and check requests: Prepare purchase requisitions and check requests; Maintain inventory of supplies including printer cartridges paper and other items for the office; Order office supplies when needed; Followup on financial documents: Obtain necessary signatures; Check on delivery of items; Process invoices; Track progress in Banner system. Provides regular feedback on the status of outstanding orders check requests etc. Maintains copies of all financial documents. Utilizes Banner system to maintain departmental and grant budgets and provides up to date running budget worksheets (e.g. college grant funded revenue bearing); Assists in the preparation submission and followup proposals and budgets (word processing signatures walkthrough); Coordinates and make arrangements for departmental events (e.g. luncheons meetings campuswide activities book signing); Monitors the status of office areas and make arrangements for needed repairs e.g. notify Facilities Management if something is not functioning properly); Coordinates mail and express shipping receipt and delivery including collecting and distributing mail on a daily and timely basis; Serves as contact liaison with the Strategic Communication and Marketing office to maintain website and/or You Tube. Spelman Independent Scholars SIS Creates contracts for transcription and editing of SIS interviews; Secures writers permission to publish an article in the SIS Journal; Manages outgoing SIS communication to elders consultants contributors etc.; Updates and maintain the database of SIS contact information; Coordinates details for the printing of SIS biannual volumes including working with photographers designers printers students and elders to ensure a quality finished product; Works with Atlanta University Woodrow Library on scheduling seminars on archiving on maintaining a Library of books placed on reserve for SIS research and on adding to available in the SIS study to which the Point Scholar has the key; Supervises SIS workstudy students; Works with Director in creation of SIS videos and duplication of those videos for housing in the archives; Updates SIS Archival Catalogue; Manages distribution of equipment for SIS student research; Assists in creating the second edition of They Saw the Sun First the SIS Journal of interviews and writings edited by a Summa SIS Alumna that celebrates research writing and interviews by Young Scholars in SIS ; Quality Enhancement Plan QEP Develops and maintain workflow processes to achieve specific goals in a timely manner such as organizing documents communicating with and providing administrative support for collaborating offices and committees engaged in work with the Director of Institutional Effectiveness and QEP . Identifies and communicates with faculty about upcoming training and workshop opportunities related to promoting QEP ; Collaborates with the Division of Strategic Communications and Marketing to maintain the QEP website conforming to specific data and information requirements;

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. Some college is preferred. This position requires strong customer service focus excellent writing and time management skills. Must be a critical thinker able to handle multiples tasks and work under deadlines. Must be detailed orientated and possess good proofreading skills. Must possess a professional demeanor with the ability to interface with internal and external customers with diplomacy and tact. 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. 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. Intermediate skills may be required for some applications. In addition to producing correspondence duties may involve assignments that require creating brochures or spreadsheets and producing research videos. Must be capable of using Lotus Notes Banner Financial Module and Internet.

Preferred Qualifications
Some college is preferred.