Faculty Secretary

Job Title

Faculty Secretary Full- or Part-Time:
Full time Exempt or Non-Exempt:
No Hourly Rate: 21.10 USD Hourly Department:
College of Education (PM)

To perform secretarial/clerical duties and serve as a liaison for faculty members, including adjunct faculty and departmental professional and technical staff.

• Perform secretarial duties: may include answering telephones, provide information or route calls to appropriate person; prepare, type, proof and otherwise assist with materials prepared by faculty members; create basic event flyers; duplicate printed materials; prepare and send faxes and E-mail; maintain files; greet visitors and students, ascertain nature of business, and direct them to the appropriate person, department, etc.
• Perform clerical duties: may include ordering paper and office supplies; deliver packages; distribute information; schedule service for office equipment; provide copy machine assistance; maintain key and fax log; complete billing meter reading, etc.
• Maintain faculty advising and lead faculty list for departments.
• Attend department meetings and take minutes.
• Process, maintain, and manipulate data on a personal computer.
• Serve as a liaison with students, other staff, and visitors when a faculty member is away from the office.
• Maintain confidentiality of exams, tests and department personnel files and records.
• Assist faculty with communication /letters to students, host teachers and school principals.
• Complete travel expense requisitions.
• Order and coordinate the requisition of course texts for faculty and adjunct faculty classes.
• Assist faculty with obtaining non-confidential student information for programmatic updates, evaluation, and planning (i.e., identify students' remaining courses for a degree program for faculty course planning).
• Assist with the coordination of COE events.
• Provide clerical support on course scheduling documents.
• Update wall displays.
• Take meeting notes, type agenda, creating calender invitations and reminder emails.
• Maintain distribution log for gift card reimbursement.
• Track items that require approval.
• Track and maintain inventory.
• Retrieve course evaluations each semester and deliver any paper course evaluations.
• Provide backup assistance for co-workers when necessary or requested.
• Proctor make-up and other special circumstance exams for students.
• Update and post faculty office hours and class schedules.
• Perform other duties as requested or required.

Work direction is provided as determined by the assignment or project; functional supervision is received from the assigned faculty Coordinator; and administrative supervision is received from the assigned Dean.

May be responsible for the coordination of work for student employees, including selection, training and evaluation.

• High school diploma or equivalent.
• Two years of job-related experience.
• Strong oral, written, telephone, and interpersonal communication skills.
• Excellent spelling, grammar, punctuation, and basic mathematic skills.
• Ability to work cooperatively and communicate professionally with faculty, staff, students, and the general public.
• Experience and ability to positively interact with all members of the campus community.
• Ability to organize and prioritize daily activities and expedite workload under occasional time pressure.
• Ability to work independently or as a member of a team, with minimum supervision, and accept direction from multiple and diverse faculty members.
• Ability to occasionally handle differing, non-routine work situations based on standard procedures and policies.
• Ability to maintain confidentiality of files and records.
• Ability to learn technical/discipline-specific…