Academic Secretary

Job Summary/Basic Function

The Department of Organization & Leadership (ORL) is seeking an Academic Secretary who reports directly to the Program Manager and indirectly to the Program Director of Adult Learning & Leadership. The qualified candidate will provide secretarial support to our programs in Adult Learning & Leadership, and as needed, to other programs and to the central department office.

The Department of Organization & Leadership (ORL) is seeking an Academic Secretary who reports directly to the Program Manager and indirectly to the Program Director of Adult Learning & Leadership. The qualified candidate will provide secretarial support to our programs in Adult Learning & Leadership, and as needed, to other programs and to the central department office.

The Academic Secretary should exhibit strong service orientation, office support, and excellent communication skills. The person in this role is expected to possess organizational and time management skills and be able to prioritize and handle simultaneous demands, meet deadlines, have a strong work ethic, sense of initiative, be a team player, be able to multitask while maintaining professionalism, and have excellent follow-up skills.

The person in this position is also expected to maintain office decorum, assist program/department members and all visitors in a friendly, professional, and respectful manner.

• Provide secretarial support to full-time faculty, lecturers, adjuncts, and instructors; program managers, other academic assistants, and department staff.
• Assist prospective and current students with questions; answer phones; greet visitors.
• Support administrative aspects of programs, including but not limited to student information database, degree tracking, course scheduling, room assignments, duplicating class materials, placing book orders.
• Assist with preparing and processing check requests, requisitions, travel expense reports and other financial documents.
• Maintain program and student file records; archive past student files.
• Oversee office communications and correspondence, including the composition of letters and official emails; take/transcribe and distribute meeting minutes.
• Coordinate and arrange calendars, meetings, and schedule appointments.
• Under the supervision of the Program Manager, assist with website and catalog updates.
• Office management, including supply orders, inventory, facilities work orders, and office equipment maintenance.
• Under the supervision of the Program Manager, coordinate program conferences and other special events.
• Assist in supervising and evaluating work-study students in consultation with the Program Manager.
• Other related duties, including occasional responsibilities for the department.
• Provide critical weekend and evening support to AEGIS, a fast-track doctorate degree program that meets only on weekends, Fri-Sat (besides the summer sessions).
• Candidate must be able to work some Saturdays (about 4 in one academic term; attend AEGIS events, such as welcoming reception, holiday dinner party, and other evening events that may be planned for the year, etc.).

• Minimum high school diploma required.
• At least two years of administrative experience, or the equivalent in experience, training, and education.
• Excellent grammar, spelling, punctuation, and diction.
• Accurately type a minimum of 55 words;
  Strong computer literacy, specifically MS Word/word processing ability.
• Microsoft Excel spreadsheet experience;
  Excellent customer service, communication and organizational skills.
• Must be detail-oriented and able to work with deadlines and conflicting demands.
• Must be able to multitask and prioritize work without constant assistance.
• Ability and willingness to follow up (and report back) as needed and to create and maintain a system for tracking data and projects.
• Willingness to keep skills updated, including participating in professional development as requested.
• Willingness to occasionally work overtime (including evenings and weekends) as approved and needed by program or department.
• Ability to abide by…