Administrative Assistant (Job Announcement) Alabama A&M #job #hbcu #hbcujobs

Administrative Assistant


Institution: Alabama A&M University
Location: Normal, AL
  • Admin – Secretary and Administrative Assistants
Posted: 11/11/2014
Application Due: 11/18/2014
Type: Full Time
Salary: Negotiable USD Per Year
Performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within a department.Essential Duties and Responsibilities:

  • Oversees and/or performs a range of diverse administrative activities for the department or organizational unit; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
  • Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
  • Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
  • Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
  • Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.
  • Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
  • Provides administrative assistance with faculty and/or staff searches, as appropriate, to include logging employment applications; preparing applicant acknowledgments and interview documents, coordinating interview logistics, and coordinating search documentation.
  • Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
  • Establishes, updates, and maintains unit’s files, inventories, and records; implements and maintains data management systems, as required.
  • Leads and guides the work of lower level staff, and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
  • Performs miscellaneous job-related duties as assigned.

Minimum Position Requirements (including certifications, licenses, etc.):

  • Bachelor’s degree in office administration or related area
  • At least three (3) years of experience that is directly related to the duties and responsibilities specified.

Knowledge, Skills and Abilities:

  • Knowledge of computerized information systems used in financial and/or accounting applications
  • Knowledge of general accounting principles
  • Knowledge of human resources concepts, practices, policies, and procedures
  • Skill in the use of personal computers and related software applications
  • Skill in organizing resources and establishing priorities
  • Demonstrated ability to maintain confidentiality
  • Records maintenance skills
  • Database management skills
  • Ability to gather data, compile information, and prepare reports
  • Ability to supervise and train assigned staff
  • Ability to analyze and solve problems
  • Ability to make administrative/procedural decisions and judgments
  • Ability to create, compose, and edit written materials
  • Ability to communicate effectively, both orally and in writing

Application Information

Contact: Office of Human Resources
Alabama A&M University
Phone: (256) 372-5835
Online App. Form:



Administrative Assistant II (Job Announcement) Bowie State #job #hbcu #hbcujobs

Administrative Assistant II

Institution: Bowie State University
Location: Bowie, MD
  • Admin – Secretary and Administrative Assistants
Posted: 09/12/2014
Application Due: 10/12/2014
Type: Full Time
Salary: $31,894 to $40,179 USD Per Year
Responsibilities: Provides full administrative and clerical support to the Department Chair and faculty members; drafts replies to general inquiries; reads and edits outgoing correspondence for procedural, typographical, grammatical and factual accuracy; establishes and revises complex and sensitive filing systems; enters, updates and retrieves information stored in files and databases; customizes special reports; researches, analyzes and summarizes information and source materials for reports independently and communicates findings orally and in writing; receives, summarizes, prioritizes and reviews correspondence; receives and screens telephone calls and visitors; handles procedural and substantive matters and inquiries; makes travel arrangements; monitors and updates time, leave, inventory and account records; assists in preparing and administering the Department’s budget; acts as intermediary for supervisor; interacts with the public, officials and staff at all levels; anticipates Department Chair’s course of action when absent and facilitates problem resolution; interprets administrative decisions and policies for other staff and transmits directions and instructions; ensures confidentiality of information; other duties as assigned.


Qualifications: High school diploma or GED required. Minimum three (3) years experience providing administrative support required. Comprehensive knowledge of and skill in the practical application of office practices, procedures and equipment; business English, spelling, grammar and arithmetic; and USM policies and procedures. General knowledge of and skill in the use of word processing, database and spreadsheet programs. Skill in composing a variety of correspondence; operating manual and automated office equipment. Ability to project a professional and positive image; interact with students, public officials and staff; plan, organize, prioritize and execute complicated and continuing assignments without instruction; manage office operations and Work Study students.

Application Information

Postal Address: Bowie State University
14000 Jericho Park Rd
Office of Human Resources
Bowie, MD 20715
Phone: 301-860-3450
Fax: 301-860-3453
Online App. Form:
Email Address:

Administrative Assistant (Job Announcement) Clark Atlanta #job #hbcu #hbcujobs

Administrative Assistant

General Function (Description):
Provide general office services as outlined in job description, implement administrative systems, policies and procedures, monitor administrative projects, operate word and statistical processing software, and navigate social media platforms.


Examples of Duties and Responsibilities:

  • Execute and implement policies and procedures related to the Social Work Clinical PhD Activity in the following: Policy and Procedures Handbook, WMYJSSW Policy Manuals, Clark Atlanta University Policy Manuals and Title III Policy Manuals.
  • Maintain detailed business and accounting records sufficient to permit the Program Coordinator and/or Title III Office to audit the work provided.
  • Develop procedures to systematically evaluate Program processes and outcomes, including the process for monitoring and evaluating the Program goals, as well as using the results of evaluation to improve Program services, and operations.
  • Gather blank copies of all Personnel Forms, instructions and due dates, related to the planning and implementation of the Social Work Clinical PhD Program
  • Collect completed Personnel Forms from all Program employees and submit to the Program Director for signature no later than the close of the day before the Form is due.
  • Maintain a copy of all Forms and submit originals to the appropriate Office on or before the due date.
  • Order equipment, supplies, supplemental materials, meetings, and consultant travel, room and board
  • Implement inventory tracking and maintenance system for equipment, supplies, supplemental materials, meetings, and consultant travel, room and board
  • Provide general office services for Program consultants and manage consultants’ contractual agreements
  • Attend Title III Program, School, University, and Community meetings related to the planning and implementation of the Social Work Clinical PhD Program Proposal
  • Consult with CAU Library Liaison to compile comprehensive library holdings and/or electronic access and other informational and educational resources necessary for achieving Program mission and goals
  • Collaborate with Chairs and members of School Curriculum Committee, School Dean, University Curriculum Committee, Provost and Vice President of Academic Affairs, Academic Council and Southern Association of Colleges and Schools as preparation for submission and follow-up of the Social Work Clinical PhD Program Proposal
  • Implement system for tracking and reporting the status of the Social Work Clinical PhD Proposal from the School Curriculum Committee through the School Dean, University Curriculum Committee, Provost and Vice President of Academic Affairs, Academic Council through SACS
  • Provide occasional assistance outside the normal schedule to accommodate and support the office.

Knowledge, Skills and Abilities:

  • Effective oral and written skills, strong organizational skills, strong attention to detail
  • Excellent computer skills, with proficiency in Microsoft Word, Excel, and Outlook with typing skills of at least 55 wpm
  • Experience with CMS database like Banner, Raiser’s Edge, etc.
  • Experience with social media platforms like Facebook, LinkedIn, Tweeter, etc.
  • Excellent interpersonal skills with ability to work well with all levels of administration, faculty, staff and students
  • discreet handling of all confidential information
  • Ability to compose correspondence, reports and requests for Program Coordinator and consultants
  • Demonstrate self-motivation with the ability to work with little or no supervision, meet deadlines, prioritize assignments, provide recommendations and effectively communicate updates to others
  • Should be able to work outside the core office hours when needed

Minimum Hiring Standards:
Education B.A or B.S. degree in business administration, marketing, public relations and/or computer sciences
Years of Experience A minimum of three years program assistant experience or an equivalent combination of training and experience.

Application Information

Postal Address: Office of Human Resources
Clark Atlanta University
223 James P. Brawley Dr., SW
Atlanta, GA 30314
Email Address:

Academic Affairs – Program Assistant (Job Announcement) Lincoln University of Pennsylvania #hbcu #jobs #hbcujobs



  • 60+ college credits, Associate’s degree, specialized training or certification in related area, or five or more years of related and commendable work experience.
  • Demonstrated advanced working knowledge of finance procedures and systems.
  • Outstanding analytical, technical, multi-tasking, time management, organization, and interpersonal skills.
  • Exceptional ability to build and maintain effective working relationships.
  • Exceptional data entry and processing skills.
  • Proficiency in automated financial/records management and document processing systems, i.e., MS Office Suite of Applications.
  • Work well independently and in a team environment.
  • Demonstrated ability to use good judgment, follow through on assigned tasks, and maintain confidentiality.
  • Commitment to professional development.

Essential Function:
Within established department procedural guidelines, the incumbent performs advanced or complex administrative support functions to complete assigned duties and ensure compliance with University policies and external/governmental agency regulations, Essential job functions may include, but are not limited to the following:

  • Plan and coordinate office workflow to meet departmental performance objectives and ensure operational efficiency.
  • Perform advanced data and document processing functions in automated systems.
  • Prepare and distribute financial reports.
  • Respond to walk-in, email and telephone inquires and resolve related issues.
  • Maintain an organized office and protect sensitive/confidential information.
  • Access, retrieve and store records according to established file systems.
  • Perform general business and banking transactions, i.e., manage cash receipts, prepare bank deposits, purchase orders, account reconciliation, and accounts and receivables.
  • Compile and analyze financial and/or statistical data.
  • Prepare and distribute general correspondence and financial reports.
  • Complete special or cyclical projects and additional tasks that reflect the nature of the actual work assignment.

Working Conditions:
Work is primarily performed in a university campus environment and requires a flexible schedule including evening and weekend work. Travel for administrative work is expected. The employee is subject to inside environment conditions: protection from weather conditions but not necessarily from temperature changes.

Physical Demands:
Moderate lifting up to 20 pounds as frequently as needed to move objects; dexterity to write and manipulate computer keyboard and mouse; ability to hear and speak clearly; and body mobility to stoop, kneel, bend and reach.

Application Information

Postal Address: Office of Human Resources
Lincoln University
PO Box 179
1570 Baltimore Pike
Lincoln University, PA 19352
Phone: 484-365-8059
Email Address:

Executive Assistant to the President (Job Announcement) Morehouse College #hbcu #jobs #hbcujobs


Job Summary:
The Executive Assistant will provide high-level administrative support to the College’s President and CEO.  Responsibilities will include the following: activities related to Board members and key constituents associated with the College and the greater community; calendar management and scheduling; managing correspondence and records, telephones, travel logistics and other special events and duties as needed.

Job Duties and Responsibilities

  • Manage President’s calendar and ensure President is informed and updated regarding items on calendar.
  • Prepare and edit correspondence, communications, presentations and other documents
  • File and Retrieve documents
  • Make travel arrangements.
  • Manage the Executive department’s budget and complete expense reports.
  • Provide additional assistance and support as needed.
  • Coordinate and manage logistics for meetings: handle event details, manage attendance, assist with document preparation and distribution, provide additional assistance and support as needed to the President.
  • Train and supervise other clerical support. 

Preferred Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 


  • Bachelor’s Degree preferred.
  • Minimum of 3 years’ experience in an executive administrative role. 

Skills and Abilities

  • Must be a self-starter with the ability to make decisions and work effectively in a fast-paced setting.
  • Must have a professional demeanor.
  • Skilled in multi-tasking and organizing resources to accomplish goals.
  • Exceptional interpersonal skills and ability to work collaboratively with a variety of people.
  • Must have superb communication skills and be able to communicate effectively orally and in writing.
  • Excellent organizational skills and attention to detail are required.
  • Ability to work under pressure with a broad spectrum of personalities.
  • Must demonstrate ability to work in confidential manner

Computer Skills:

  • Proficiency in Microsoft Word, Excel, Outlook and PowerPoint required.

Reasoning Ability:

  • Ability to solve practical problems and prioritize needs in a variety of situations when standardization may be limited.
  • Ability to interpret a variety of instructions in written, oral, diagram, or schedule form.

Reference No: 020113-EA

Closing Date: March 8, 2013

To Apply: Via e-Mail: please send your cover letter and resume to

Administrative Assistant (Job Announcement) Spelman College #HBCU #Jobs


Spelman College has an excellent opportunity for a talented individual to become an Administrative Assistant in the Office of Career Planning and Development. This position will provide administrative and clerical duties for department and/or assigned supervisor(s). This position also serves all stakeholders (students, faculty, staff, parents, employers, alumnae, graduate/professional schools, etc.) who play a vital role in transitioning our students into a graduate/professional school opportunity or full-time job after graduation.

Essential Duties and Responsibilities include but not limited to the following:

  • Serve as the first point of contact for the office;
  • Schedule students as well as external appointments for Director, Assistant Director, Career Counselor and Graduate Studies Preparation Coordinator;
  • Welcome students, faculty, staff and visitors, answer general inquiries, and answer and direct telephone calls;
  • Coordinate travel arrangements for staff with college travel agent, as needed;
  • Prepare purchase requisitions and check requests;
  • Coordinate mail and express shipping receipt and delivery, including collecting and distributing department mail on a daily and timely basis;
  • Coordinate work schedules and assignments for work study and/or general college students;
  • Arrange departmental meetings and luncheons (i.e. prepare agendas, reserves facilities);
  • Carry out clerical duties such as copying, typing forms/envelopes, and mailings;
  • Facilitate Student sign-ups for department programs and events;
  • Assist in the development, posting, and distribution of appropriate flyers for the office;
  • Record and distribute minutes from departmental meetings;
  • Work with Banner system to maintain departmental and grant budgets;
  • Monitor the status of the department facilities (classrooms, laboratories, office area) and make arrangements for needed repairs(e.g., notify Facilities Management if something is not functioning properly;
  • May assist in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through).


Our ideal candidate profile will include:

High School diploma and three years of related work experience are required. Bachelor’s degree is preferred.

This position requires excellent communication and organizational skills as well as the ability to handle multiple tasks in a high-traffic, fast-paced working environment with high call volume. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.

Requires excellent oral communication skills when presenting information and responding to questions from students, parents, employees and the general public in one-on-one or group situations. Incumbent must be able to write business correspondence and procedure manuals plus compose memos, letters, and emails. Must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Good proofreading skills are essential.

This position 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, tables, creating newsletters, and the use of Lotus Notes and Banner Financial Module. Requires the ability to type 35 wpm.