Secretary, Mathematics and Natural Sciences

Advertised Position Title

Secretary, Mathematics and Natural Sciences

Job Description

Essential Functions

OFFICE ADMINISTRATION

• Serve as receptionist for the department - greeting students and visitors to the office and referring customers to appropriate staff.
• Answer and screen all telephone calls for the department, taking messages and appropriately handling the exchange of information
• Answer questions of a general nature related the department and school
• Prepare all departmental correspondence including letters, memos, meeting requests, reports, contracts, advisory committee meeting materials (notices, agendas, and minutes), etc. and distributes with Assistant Dean approval.
• Maintain an inventory of supplies and ensures office equipment is fully functioning, arranging for repairs when necessary.
• Train and coordinate student workers.

SUPPORT THE DEPARTMENT ADMINISTRATION

• Accurately enter Employee Requisitions (ER), purchase order (PO) requisitions and maintain a record per established guidelines.
• Scheduling student/faculty appointments using established guidelines.
• Assist with external accreditation reports, self-study report preparation and site visits.
• Collect and maintain course syllabi, manuals, handouts, textbook information, correspondence, and other materials as needed by faculty and the Assistant Dean
• Record, produce, and distribute committee minutes as assigned
• Maintain calendar of the Assistant Dean, schedules meetings and conferences according to established guidelines with prospective students, advisory committees, students, vendors, and staff.
• Facilitate class cancellations per departmental procedures at the direction of the Assistant Dean.

SUPPORT FACULTY AND STAFF

• Maintain department files, including reports, correspondence, accreditation, travel, employee recommendations, purchase orders, faculty schedules, students’ records, prospective student lists, etc.
• Prepare and mail correspondence.
• Makes travel arrangements for the department personnel.

SUPPORTS CURRICULUM AND PROGRAM DELIVERY

• Maintains and submits book orders using established guidelines.
• Maintains syllabus and course outlines per established guidelines.
• Maintains course/program assessment files per established guidelines.
• Coordinates events, including banquets, meetings, open houses, career fairs.

Knowledge, Skills, and Abilities

• Office machine operation computer skills with knowledge of Microsoft Office programs.
• Organizational skills, minutes taking ability office management.
• Interpersonal skills
• Excellent spelling and grammar
• Office machine operation computer skills, organizational skills, filing skills, minute taking ability, communication (verbal and written) skills.
• Ability to organize fact and materials for presentations, capability to make quick decisions under pressure.
• Ability to manage several projects at once.
• Ability to communicate effectively with students, co-workers, and community members.
• Ability to work either supervised or unsupervised.
• Ability to maintain confidentiality.
• Highly motivated, high work ethic and standards, highly organized.
• Takes initiative, tolerance for stress, honest and dependable, team oriented, attention to detail.

Minimum Requirements

• High School Diploma or equivalent (G.E.D)
• 1-3 years of secretarial experience

Preferred Requirements

• 3 years of secretarial experience

Union Position

Owens Support Staff Union

Job Classification

Staff

Duty Days

260 Days

Work Schedule

8am. to 4:30pm. or 8:30am. to 5:00pm.

Grant Funded Position

No - Not Grant Funded

FLSA Status

United States of America (Non-Exempt)

Pay Basis

Hourly

Hiring Range

$15.38-$17.31