Administrative Assistant

ESSENTIAL RESPONSIBILITIES

• 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.
• 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.
• Support pre-registration and registration activities for the School’s programs.
• Aid in 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.
• 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.
• 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.
• 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.