Job description
The purpose of this position is to provide administrative and clerical office support for the Wellness Center to aid in the successful planning, implementation, promotion, and evaluation of programs and activities within the office.
Essential Duties and Responsibilities
- Greets and directs visitors of the Wellness Center; answers phone inquiries and provides routine information to callers and visitors
- Provides administrative support to the Director of Campus Wellness and the department (which includes items such as maintaining and updating the Director’s calendar; copying, and typing various forms of correspondence; (i.e. letters, reports, proposals, forms, envelopes)
- Organizes assembles and/or summarizes information from office files or other sources for the Director and Wellness Center Office use during appointments or meetings;
- Coordinates travel arrangements for the Director and assist members of the Wellness staff by assisting with expense reports for submission to Accounts Payable, and may coordinate travel for the guest of the office
- Assists the Director in onboarding all new Wellness and Wellness Curriculum staff employees.
- Orders and organizes office supplies, track expenditures and confirm the accuracy of invoices
- Organizes and maintains document records/files for both physical and electronic materials;
- Assists in the development of financial reports and monitor budget line items for the Wellness Center. Ensures proper posting to budget accounts, maintains budget files, communicates with Budget Office to resolve any budget-related questions, and provides monthly reports of account balances to the Director
- Supervises the distribution of mail to appropriate office personnel. This includes phone and electronic communications;
- Develops presentation materials and set up related equipment;
- Reserves facilities, and coordinate meals and/or refreshments;
- May assist in the preparation, submission, and follow-up of proposals and budgets
- Prepares periodic newsletters and/or flyers;
- Performs on/off-campus meeting support services including; planning, scheduling, setting agendas, and preparing minutes;
- Must go through training and become knowledgeable of the Wellness Center software to assist with various reports and projects.
- Must be able to take initiative on various projects
Some college preferred. A high school diploma and a minimum of three years of related work experience are required.
Must be able to handle multiple tasks, be customer service oriented, well organized, and detailed- oriented. Must create guidelines and enhance procedures that significantly increase efficiency and productivity. The incumbent must exercise independent judgment, deal with highly confidential matters, and utilize problem-solving techniques and decision-making skills.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to compose memos, letters, flyers, and other correspondence. The ability to speak effectively while interacting with parents, students, faculty, and staff is essential. Must possess good writing and proofreading skills.
To perform this job successfully, it requires basic level skills in specific Microsoft Office applications and may require intermediate or advanced levels in one or more applications. In addition to producing correspondence, duties may involve assignments that require creating spreadsheets using formulas, and tables, creating newsletters, and the use of Outlook and Banner Financial Module
Preferred Qualifications
Some college education is preferred.
Certifications, Licenses, Restrictions Physical Demands
While performing the duties of this job, the employee is regularly required to: sit, talk, hear, walk, and use hands to operate computers and other office equipment. The employee frequently is required to: stand, and reach with hands and arms. The employee is occasionally required to: climb, lift, and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.
Shift Days % Travel Required Full Time/Part Time Full-time FLSA Non-Exempt Number of Vacancies 1 Anticipated Candidate Start Date Position End Date (if temporary)
Posting Detail Information
Posting Number
SC0520P
Posting Open Date
12/16/2022
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 Testing and Vaccination Protocol
Due to the ongoing pandemic, Spelman College has instituted a COVID-19 testing requirement. You will need to provide a negative COVID-19 test result within five (5) days of your start date. Acceptable tests include: PCR, Rapid Antigen, or results of an at home self-test. When providing test results of an at home self-test, your full name and test date must be written down legibly alongside your final results. The cost related to testing is not a reimbursable expense by the College. Please email your negative test results to Yemi Brown, PharmD Manager of COVID-19 Operations at
ibiyemibrown@spelman.edu prior to your first day on campus.
In addition, due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College requires up-to-date COVID-19 vaccination of all faculty, staff, and students (collectively “Campus Community”) that have job duties, attend classes, or are otherwise present on campus. You will need to submit proof of up-to-date COVID-19 vaccination (full vaccination and a booster) prior to your first day on campus or you may seek a medical or religious exemption to the vaccination requirement by providing the necessary documentation to: Yemi Brown, PharmD Manager of COVID-19 Operations, at
ibiyemibrown@spelman.edu. Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using
Etrieve.
It is our hope to minimize transmission of the coronavirus in the workplace and academic setting by requiring occupational protection such as requiring face masks be worn indoors, encouraging frequent handwashing and promoting adherence to the community testing cadence.
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