Administrative Assistant

Job Description

Job Description

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.

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