Administrative Assistant - 10 Months - Career Planning & Development

Administrative Assistant -- 10 Months -- Career Planning & Development

Position Title - Administrative Assistant -- 10 Months -- Career Planning & Development

Position Summary - The Administrative Assistant provides administrative and operational support for departmental activities and daily office operations. Responsibilities include managing communications, scheduling meetings, maintaining records, and supporting day-to-day administrative functions. The Administrative Assistant collaborates with faculty, staff, students, and external stakeholders to support efficient operations and effective service delivery.

Essential Duties and Responsibilities - Serve as the primary point of contact for the office, greeting visitors and responding to general inquiries in person, by phone, and electronically. Schedule appointments and coordinate calendars for departmental staff and student services activities. Coordinate travel arrangements, meeting logistics, departmental events, and office functions as needed. Prepare purchase requisitions, check requests, and related administrative and budget documentation. Coordinate incoming and outgoing mail, shipping, and distribution of departmental correspondence and materials. Support supervision and coordination of student workers, including scheduling and work assignments. Prepare agendas, record meeting minutes, and distribute departmental communications and materials. Perform general administrative duties including copying, filing, data entry, mailings, and document preparation. Assist with promotion and coordination of departmental programs, events, and student engagement activities. Maintain departmental records, databases, budgets, and operational systems, including Banner and other institutional platforms. Monitor departmental facilities and coordinate maintenance or repair requests as needed. Assist with compiling reports, surveys, proposals, budgets, and related departmental documentation. Support administrative functions within student engagement and career management systems, including Handshake and First Destination Survey reporting.

Required Qualifications - High school diploma or equivalent required. Minimum of two (2) years of administrative, office support, customer service, or related experience. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Strong organizational, communication, and customer service skills. Ability to manage multiple priorities and maintain confidentiality.

Preferred Qualifications - Associate's or bachelor's degree preferred. Experience working in a higher education or academic environment preferred. Experience with administrative systems, databases, or enterprise platforms such as Banner or similar systems preferred. Experience supporting events, student services, or departmental operations preferred.

Certifications, Licenses, Restrictions - None

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

Shift - Days

% Travel Required - 0%

Full Time/Part Time - Full-time

Work Location/Schedule: - This position is eligible for a hybrid work arrangement.

FLSA - Non-Exempt

Number of Vacancies - 1

EEO Statement - Spelman College is an Equal Opportunity Employer. We are a smoke-free campus.

Required Documents

1. Resume
2. Cover Letter of Interest