Administrative Assistant

POSITION SUMMARY

The Eunice Walker Johnson School of Education and Social Sciences invite applications for a full-time Administrative Assistant to provide high-level executive, operational, and academic support to the Office of the Dean. The successful candidate will serve as a confidential assistant to the Dean and to the chairs, directors, and coordinators of the School’s academic programs. This is a mission-critical role that supports faculty operations, student services, fiscal processing, and accreditation activities within a dynamic liberal arts environment.

ESSENTIAL RESPONSIBILITIES

Executive & Administrative Support Serve as the confidential assistant to the Dean and to the School’s chairs, directors, and coordinators. Manage the Dean’s calendar, correspondence, and meeting logistics, including scheduling, agendas, and follow-up communications. Prepare minutes for meetings convened by the Dean; archive and distribute minutes to faculty and stakeholders as appropriate. Draft, format, and proofread letters, memoranda, reports, and presentations on behalf of the Office of the Dean. Maintain the strictest confidentiality regarding faculty, staff, and student information at all times. Office Operations & Communication Greet faculty, students, and visitors professionally and respond to telephone and email inquiries in a timely manner. Collect, sort, and distribute departmental mail. Maintain organized electronic and paper filing systems, including secure storage of sensitive records. Inventory and order office supplies; submit work orders to Facilities to ensure a safe and functional work environment. Supervise and coordinate the work of assigned work-study students. Academic & Student Support Support pre-registration and registration activities for the School’s programs. Assist with the preparation and distribution of academic materials, including syllabi, advising documents, and student tracking forms. Provide front-line support to students with general inquiries and refer specialized concerns to appropriate faculty or administrators. Support faculty in coordinating field experience, clinical placement, and internship documentation. Fiscal & Procurement Support Process requisitions, purchase orders, travel authorizations, and reimbursement requests through Jenzabar. Maintain accurate records of grant disbursements, expenditures, and accountability documentation. Verify and submit work-study and student worker payroll hours within institutional deadlines. Accreditation, Assessment & Records Provide administrative support for institutional and programmatic accreditation cycles, including CAEP, CSWE, NAEYC, SACSCOC, and other applicable bodies. Assist with the organization, indexing, and archiving assessment evidence, faculty credentials, and program documentation. Support the preparation of reports, including weekly direct reports, annual assessment reports, and Title III documentation. General Adhere to all Talladega College policies and procedures. Demonstrate punctuality and consistent attention to institutional deadlines. Perform other duties as assigned by the Dean or designee.

REQUIRED QUALIFICATIONS

High school diploma or equivalent. Minimum of one (1) year of progressively responsible administrative or office experience. Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Excellent written and verbal communication skills, including the ability to draft professional correspondence. Strong interpersonal skills, professionalism, integrity, and a demonstrated commitment to confidentiality. Ability to manage multiple priorities, meet deadlines, and work effectively under pressure. Strong organizational skills and attention to detail.

PREFERRED QUALIFICATIONS

Bachelor’s degree from an accredited institution. Prior administrative experience in higher education. Working knowledge of Jenzabar or a comparable student information system. Experience supporting accreditation, assessment, or compliance processes. Experience preparing spreadsheets, reports, and data summaries in Microsoft Excel.

TALLADEGA COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER

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