Executive Assistant
: Job Details :

Executive Assistant Position Summary: This position is responsible for effectively providing senior level administrative support for the Senior Vice President for Enrollment Management ( SVPEM ). This position functions as a representative of the SVPEM regarding daily operations and exercising independent judgment in special programs/projects and correspondence related to the academic and/or professional matters of the Enrollment Management division. Essential Duties and Responsibilities : Perform key administrative staff functions for the SVPEM involving independent judgment for management of the division operations. Serve as a liaison between the SVPEM and department heads within Enrollment Management, College administration, and the general public to ensure smooth operation of Enrollment Management. Review requests and determine priority of response. Independently initiate and reply to correspondence when appropriate. Coordinate communications from the SVPEMs office. Independently prepare memos, letters, e-mails, and other correspondence for distribution to various constituencies. Independently develop presentation materials, including PowerPoint presentations and texts for speeches, for a variety of audiences including prospective students, parents, alumnae, faculty, staff, the Spelman College Board of Trustees, membership national boards, etc. May serve as representative of Enrollment Management on internal and external committees and organizations. Coordinate select projects and activities in support of Enrollment Management goals and objectives. Prepare reports including collection of data and research, conclusion and recommendations. Develop and implement appropriate computer-based and other information systems in support of project activities. Plan and schedule work priorities in accordance with project goals, objectives and deadlines. Resolve problems and answer inquiries concerning project activities. Perform complex and confidential office support functions. Coordinate busy office calendar to include scheduling, shifting, and coordination of meetings and/or conferences, applying judgment in determining priorities. Determine priority of schedule for the SVPEM in conjunction with SVPEM and Enrollment Management Department Heads. Oversee planning for meetings, conferences, interviews, travel arrangements, etc. including all logistics. Prepare and distribute meeting documents as required. Manage a considerable amount of confidential and sensitive information in support of administrative activities. Screen and handle complex incoming telephone calls, some of a very sensitive nature. Develop and maintain a complex office file system to organize and track office priorities. Participate in management of office budget and ensure that resources are managed appropriately. Authorize requisitions for supplies and office expenses, non-capital expenses, time sheets and check requests. Monitor and approve expenses against budget, verifying accuracy. Follow-up with problem resolution when discrepancies are discovered. Monitor budgets of Enrollment Management division. Oversee daily operation of the SVPEMs office. Plan and assign work for clerical support. Analyze and determine operating procedures, facilitating process improvement. Primary resource for issue resolution for daily operations of the office. Participate in interview and hiring decisions related to office support (including student) staff. Review schedules and approve time sheets for hourly personnel. Evening and weekend hours required on a regular basis, as well as participation in all division activities including but not limited to SpelBound, Career Fairs, New Student Orientation, Commencement and Baccalaureate exercises, financial workshops, and summer pre-college programs. Required Qualifications: Five years of directly related work, or equivalent combination of education and experience are required. This position requires excellent interpersonal, customer service, and organizational skills; telephone techniques and etiquette; and record keeping techniques. The incumbent must possess the ability to prioritize effectively, maintain confidentiality, handle matters with tact and diplomacy, interact in a diverse community, manage details, multi-task, and adapt to changing situations. Good oral and written communication skills are critical. The ability to speak effectively when interacting with the public and the entire Spelman community is required. The employee must have excellent proofreading skills. The ability to read, analyze, and interpret business correspondence, operating and maintenance instructions, technical procedures, professional journals, and governmental regulations is essential. To perform this job successfully, an individual must have advanced skills using Microsoft Office Suite (Word, Excel, PowerPoint, Teams and OneNote). In addition to producing correspondence including e-mails, duties involve assignments that require creating flyers/brochures, spreadsheets with formulas and pivot tables, PowerPoint presentations, mail merges, and graphs. Preferred Qualifications: Bachelors degree preferred Certifications, Licenses, Restrictions : None Physical Demands: While performing the duties of this job, the employee is regularly required to: 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. The employee is occasionally required to: stand, walk, stoop, and move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, and 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 Anticipated Candidate Start Date: Position End Date: Posting Detail Information Posting Number: SC0730P Posting Open Date: 10/10/2024 Posting Closing Date: Open Until Filled: Yes Special Instructions to Applicants: EEO Statement: Spelman College is an EEO /Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus. COVID-19 Vaccination Protocol: Due to the heightened risk of contracting COVID -19 and the spread of variants, Spelman College strongly recommends that faculty, staff, and students receive a COVID -19 vaccine and adhere to all health and safety guidelines. If you have any questions please contact: Yemi Brown, PharmD Manager of COVID -19 Operations, at ...@spelman.edu