Secretary - English
Job Title: Secretary
Classification: C2
Department: English
Updated: January 2019
Job Summary
This position provides clerical and administrative support for the English department.
Essential Functions
- Generates a variety of materials such as reports, memorandums, course syllabi and evaluations, correspondence, forms, and tests using computer systems.
- Proofreads and corrects materials; edits grammatical errors.
- Performs receptionist duties such as receiving visitors, answering the telephone, taking messages.
- Receives, opens, routes mail (maintain department email); may compose responses to standard inquiries.
- Maintains filing and/or database and record keeping systems.
- Prepares reports which may require compiling and computing statistical data.
- Acts as a liaison between department supervisor and department staff and/or campus community.
- Prepares and processes various university forms.
- May assist with graduation audits.
- May assist with departmental admissions process.
- 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.
- Inventory and order textbooks, supplies and/or merchandise.
- Manage department libraries.
- Assist faculty with reasonable clerical tasks (such as printing and copying) and special projects.
- Department website design and maintenance.
- Maintain the unit head’s calendar; assist the unit head, faculty, and staff with scheduling appointments, meetings, and events.
- Communicate with the unit head and faculty to implement the registration override approval process.
- Other duties as assigned by the unit head
Non-Essential Functions
- Take notes and prepare minutes for meetings.
- Assist with training and supervision of student workers.
- 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
- Experience in higher education.
- Ability to quickly learn and use new computer software.
- Experience performing basic data analysis and preparing reports.
- Experience designing web content in a CMS environment.
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.