Secretary, Mathematics and Natural Sciences

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 

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