Secretary, Administrative​/Clerical

Special Instructions

Dear Applicant,

The South Texas College Office of Human Resources will not be held responsible for redacting any confidential or sensitive information from the documents that you attach to your application. Confidential and sensitive information include the following:

• Social Security Number
• Date of Birth
• Age
• Citizenship Status
• Gender
• Ethnicity/Race
• Marital Status
• Applicant Photos

* A redaction guide can be found by clicking here.

Please make sure that you omit this information from your application prior to submission. We are advising you that the Office of Human Resources will be forwarding your application to the hiring department as per your submission.

Transcripts
Transcripts must be from an institution accredited by an accrediting agency recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA).

Foreign transcripts
Applicants submitting employment applications with foreign transcripts must provide transcript equivalency documentation from an approved evaluation service. The evaluation service must be a member of the National Association of Credential Evaluation Services (NACES). The evaluation service links on the following site are provided by South Texas College for your convenience but are not affiliated with South Texas College: NACES Members

Job Description

Department: Political Science

General Statement of Job

The Secretary provides clerical and administrative support to faculty and other supervisory personnel.

Specific Duties and Responsibilities

Essential Functions:

• Provides administrative support and assistance to the program chair(s), faculty, and the division office as needed, including but not limited to making copies, scheduling, correspondence, travel arrangements, and mileage reimbursements.
• Maintains departmental files and coordinates various departmental initiatives and events.
• Performs budget responsibilities as needed by balancing the departmental budget monthly and developing and tracking of requisitions and purchase orders by program chair.
• Assists program chairs with departmental Notice of Employment (NOE) and online Faculty Load and Compensation (FLAC) completion.
• Orders and distributes supplies, and arranges for equipment maintenance.
• Participates in support staff meetings.
• Collects department's reference materials such as faculty directory and office hour information; acts as custodian of department documents and records.
• Organizes department meetings and events by booking facilities, compiling and distributing documents and providing necessary logistics, and composes meeting minutes.
• Provides customer service and serves as a source of information to students, staff, and faculty on procedures, programs, and office activities.
• Tracks inventory of equipment and its locations for audit purposes and assists division office in preparing inventory audit reports.
• Prepares memorandums outlining and explaining administrative procedures and policies for department employees.
• Participates in professional development, as directed.
• Prepares materials for distribution, including data spreadsheets and marketing materials.
• Provides tour of facility for visitors, as needed.
• Performs other duties as assigned.

Required Education and Experience

1. To qualify, one of the following must be met:

• College Certificate
• A minimum of 30 earned college hours

2. At least one (1) year of work experience in a professional work setting required.

Required Knowledge,

Skills and Abilities

• Excellent oral, written and interpersonal communication skills.
• Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.
• Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.
• Ability to work independently as well as a team player within department and with others.
• Demonstrated commitment to achieving the vision and mission of South Texas College.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and…