Job Title: Secretary
Classification: C2
Department: Statistics and Mathematics
Updated: July 2022

Job Summary

The Department of Mathematics and Department of Statistics seeks a secretary to split their time equally (50%) in each department to join our collegial staff and to contribute to our positive office environments and departmental missions. The secretary is responsible for providing organizational, operational, and administrative support for both departments. An important function of the secretary role is to provide reception support in the front office of both departments.

Essential Functions

• Generates a variety of materials such as reports, memorandums, course evaluations, correspondence, and forms using computer systems.
• Proofread and correct materials; edits grammatical errors.
• Performs receptionist duties such as receiving visitors, answering the telephone, taking messages.
• Receives, opens, routes mail and may compose responses to standard inquiries.
• Maintains filing and/or database and record keeping systems on paper and/or computer.
• Prepares reports which may require compiling and computing statistical data.
• Disseminates information which may require explanation and interpretation of the university/departments/divisions’ policies and procedures including limited student advising.
• Acts as a liaison between department supervisor and department staff and/or campus community.
• Prepares and processes various university forms.
• Work with faculty and staff on creating a monthly newsletter.
• Maintains records by performing duties such as monitoring, tracking expenditures, and preparing statements for distribution regarding the status of records, lists, or accounts.
• 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.
• Establish and maintain filing and recordkeeping systems.
• Inventory and order textbooks, supplies and/or merchandise.
• Other related duties as assigned.
  • Complete special projects as assigned by the Unit Head.
  • Assist the Unit Head and faculty with facilities and maintenance requests.
  • Maintain office equipment.
  • Assist with syllabi records and office hour signage.

Non-Essential Functions

• Coordinates special events.
• Maintain department’s supplies.
• Assist students and answer questions.
• Take, transcribe and distribute departmental meeting minutes.
• Makes and confirms travel arrangements.
• Organize and coordinate special events.
• Assist with grant applications and program support (when applicable).

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 coursework.
• Intermediate or better skills with both spreadsheet, database, and word processing software.
• Experience with event planning.
• Strong organizational skills.
• Demonstrated experience to successfully provide quality customer service.
• Experience working in an educational setting.

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.

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