Secretary - Communications
Job Title: Secretary
Classification: C2
Department: School of Communications
Updated: January 2019
Job Summary
This position provides clerical and administrative support for the School of Communications. This is a 0.75 FTE position, which is 30 hours per week.
Essential Functions
- Perform receptionist duties such as greeting visitors, answering phone calls, and taking messages.
- Process mail, and assist faculty with outgoing mail and shipments.
- Place orders for office supplies.
- Respond to inquiries from students, faculty, staff, and community members about established policies and procedures, or refer such inquiries to the appropriate faculty/staff member.
- Maintain the unit head’s calendar; assist the unit head, faculty, and staff with scheduling appointments, meetings, and events.
- Assist students with registration forms, override requests, and other routine academic processes.
- Assist the unit head with recordkeeping, including faculty absences and course syllabi.
- Communicate with the unit head and faculty to implement the registration override approval process.
- Process e-mails sent to the School of Communications e-mail address.
- Use appropriate computer software and GVSU resources to collect data and prepare reports.
- Prepare, distribute, and process online student evaluations, including both midterm and end-of-semester evaluations.
- Assist faculty with reasonable clerical tasks (such as printing and copying) and special projects.
- Assist with training and supervision of student workers.
- Other duties as assigned by the unit head.
Non-Essential Functions
- Take notes and prepare minutes for meetings.
- Assist faculty and guests with travel arrangements.
- Assist with budget management.
- Assist with assigning students to advisors.
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
- Experience in higher education
- Ability to quickly learn and use new computer software
- Experience performing basic data analysis and preparing reports.
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.