Secretary - Psychology
Job Title: Secretary
Classification: C2
Department: Psychology
Updated: July 2022
Job Summary
The candidate hired for this position must be able to fulfill duties associated with an office in a large academic department. The Psychology Department has 41 full time faculty, along with affiliate, visiting, and adjunct faculty. We serve approximately 1000 psychology majors, almost 300 behavioral neuroscience majors, and 700 psychology minors. The candidate must have enough technical proficiency with software programs to be willing and able to learn new programs if they are not known (Qualtrics, Adobe Acrobat), and programs specific to GVSU. The candidate also must be able to work in an environment that is busy at times, and in which interruptions can be common. Candidates must have demonstrated commitment to inclusion, diversity, equity, and access, including experience working with people from diverse backgrounds and identities.
Essential Functions
- Perform receptionist duties such as receiving visitors, answering the telephone, taking messages.
- Receive, open, route mail and may compose responses to standard inquiries.
- Answer or refer inquiries from students, faculty, staff, and the general public regarding established policies and procedures; answer routine inquiries; and schedule appointments and meetings, facilities and events.
- Schedule and help to plan and prepare for meetings, appointments, facilities services and events.
- Generate a variety of materials such as reports, memorandums, course syllabi and evaluations, correspondence, forms, and tests using computer systems.
- Update the department website.
- Proofread and correct materials; edits grammatical errors.
- Establish and maintains filing and/or database and record keeping systems on paper and/or computer.
- Prepare reports which may require compiling and computing statistical data.
- Inventory and order textbooks, supplies and merchandise as necessary.
- Provide exam preparation oversight.
- Disseminate information which may require explanation and interpretation of the university/departments/ divisions’ policies and procedures including limited student advising.
- Act as a liaison between department supervisor and department staff and/or campus community.
- Prepare and process various university forms.
- May assist with graduation audits and overrides.
- May assist with departmental admissions process.
- Maintain records by performing duties such as monitoring, tracking expenditures, and preparing statements for distribution regarding the status of records, lists, or accounts.
- Other related duties as assigned.
Non-Essential Functions
- Make and confirm travel arrangements.
- Take, transcribe and distribute departmental meeting minutes.
- Review budget reports and reconciles the reports with the department/office’s records.
- Coordinate special events.
- Maintain department’s library.
- Assist students with registration, drops, and adds.
Required Qualifications
- High school graduate or equivalent.
- Minimum of two years relevant work experience.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Ability to operate office equipment.
- Data entry experience.
- Typing and spelling competency.
- Possess strong verbal and written communication skills.
- Ability to provide quality customer service.
- Ability to work under pressure and meet deadlines.
- Ability to maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Some college course work.
- Experience in higher education.
Supervision Received
Receives supervision and work assignments from a designated supervisor, although other staff members in the unit may provide work direction.
Supervision Exercised
May be responsible for the coordination of work assignments for student employees.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.