Academic Secretary, Programs in Education Leadership

Union 2110

Grade 8

Job Summary/Basic Function:

The Department of Organization & Leadership (ORL) is seeking an Academic Secretary.  The qualified candidate will provide secretarial support to our programs in Education Leadership and other programs as needed.  The Academic Secretary should exhibit strong service orientation, office support, and excellent communication skills. The person in this role is expected to possess organizational and time management skills and be able to prioritize and handle simultaneous demands, meet deadlines, have a strong work ethic, sense of initiative, be a team player, be able to multitask while maintaining professionalism, and have excellent follow up skills. The person in this position is also expected to maintain office decorum, assist program/department members and all visitors in a friendly, professional, and respectful manner.  This position reports directly to the Senior Program Manager and indirectly to the Program Director, Education Leadership.

Characteristic Duties and Responsibilities:

• Provide secretarial support for full-time faculty members in Education Leadership including, but not limited to, the Urban Education Leaders Program, and Education Leadership Ph.D. Program, Summer Principals Academy, and the Klingenstein Programs. The person in this role is also expected to provide secretarial support to other programs in ORL (outside of Education Leadership) as needed.  This support includes, but is not limited to room assignments, media reservations, submitting facilities requests, duplicating course materials, placing book and course packet orders, distributing mail daily, etc.
• Respond to inquiries for information regarding the Education Leadership Programs.
• Maintain program student records including, but not limited to maintaining student cumulative record folders, serve as program liaison with the Registrar, Admissions Office, and Office of Doctoral Studies for students intending to transfer into or out of the Program, graduate, and certify doctoral student candidacy status. Regarding program records: maintain records for all expenses processed, course schedules; course syllabi, etc.
• Work with the Program Director, Directors of programs, and Senior Program Manager to assist with the Advancement of Doctoral Candidacy student assessment and record-keeping processes.
• Prepare and distribute course rosters and grade sheets to the faculty.
• Work with the Program Director, Directors of programs, and Senior Manager to schedule courses for the fall, spring, and summer academic terms, while assisting with the course scheduling. Process course enrollment approval forms and overrides as needed.
• Maintain an inventory of, and place orders for, equipment and supplies.
• Assist in the preparation of check requests, Chrome River expense reports, and purchase requisitions.
• Take minutes of the Education Leadership faculty meetings as needed.
• Coordinate calendars, and room requests for meetings, and publish faculty office hours each academic term.
• Assist with various events (such as Admitted Student Weekend, New School Design, and other program and departmental events.
• Under the supervision of the Senior Program Manager, work closely with work-study students to complete assignments as needed.
• Under the supervision of the Senior Program Manager, provide website and catalog updates.
• Perform other related duties as assigned.

Minimum Qualifications:

• High School diploma
• Proficiency in MS Word, MS Excel, MS Outlook, PowerPoint
• Minimum two years recent, full-time secretarial experience or equivalent
• Accurate typing (55 wpm accurate typing)
• Good proofreading and grammar; spelling; punctuation, and diction required; transcription skills necessary
• Ability to abide by Confidentiality Agreement
• Ability to follow up and report back as needed and to create and maintain a system for tracking data and projects
• Willingness to keep skills updated, including participating in professional development as requested
• Willingness to work overtime as approved and needed by Programs
• Flexibility to work occasional Saturdays, Sundays, and evenings as needed by the Programs; (Working hours are Monday-Friday 10 am-6 pm with occasional Saturdays, Sundays, and evenings as needed by the Programs).

Preferred Qualifications:

• Bachelor's degree preferred
• Excellent communication / interpersonal skills/ team player
• Ability to work with conflicting demands and to meet deadlines
• Persistent; cool under pressure; sense of humor
• Detail-oriented and excellent organizational and time management skills