Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.
Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution. Distributes all incoming mail. Initiates correspondence for the Chair's signature. May assist in the preparation and maintenance of the departmental budget. Attends meetings and seminars to take notes and later transcribe into a legible document. Assists in ordering and maintaining inventory of supplies and equipment. Prepares requisitions and purchase orders. May assist with time cards in the department. May assist creating on-line job requisitions for employment. May supervise student workers and other clerical staff. Maintains list of DVDs and books for departmental library. Responsibilities for copiers: paper supply, maintenance, monthly copier totals, and assigning copier codes to staff and faculty. Performs Building Captain duties. Assists with tuition waivers. Assists with scholarships and awards. Assists Chair with tenure and promotion paperwork. Assists with SPIE packets and other related duties. Performs effectively and efficiently with minimal, and at certain times, no supervision. Shall at all times maintain professional and cooperative business relationships. Performs other related duties assigned.
Requires general education or vocational training and 3+ years relevant experience in chosen field or equivalent combination of education and experience.
Experience in office management, policies and procedures. Bookkeeping or financial tracking experience. Minimum 40 net w.p.m. keyboarding. Two years of college or secretarial certificate. Experience in a higher education environment.
Good supervisory skills. Literate in computer usage and word processing including, but not limited to Word and Excel. Knowledge of basic office procedures and practices. Excellent telephone etiquette, communication, interpersonal and public relations skills. Ability to work well with others fostering a positive working relationship. Ability to operate office equipment. Ability to accurately type. Ability to multi-task. Demonstrates a warm and caring professional service oriented attitude. Must be self-motivated. Ability to listen and synthesize directives.
Repetitive movement of hands and fingers - typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.