Administrative Secretary

Provides office support to Faculty, Adjuncts, Operations Manager, and the Dean in the Business and Social Science Division.

Provides secretarial support for various programs within the division.  Prepares letters, memos, reports, and other materials as needed.  Initiates and replies to routine correspondence.  Answers telephones, distributes phone messages, greets students and visitors. 

 

Responds to student inquiries, makes referrals to appropriate resources, provides information about college policies and procedures, assist with intake of student complaints. 

 

Works with Chairs/Coordinators and Dean to prepare curriculum revisions by using the CurricuNet database system.  Ensures accuracy of all proposed curriculum changes and enters curriculum into CurricuNet.  Attends curriculum meetings and tracks curriculum progress until approved.  Updates course outlines and textbook changes annually in CurricuNet.  Works with Dean and Chairs/Coordinators in the development of any new program curriculum Assists with IAI submissions, reviews syllabi as needed. 

 

Processes travel requests and professional development reimbursement for all faculty, Dean, Operations Managers, and staff. 

 

Assists with maintaining budget records for all disciplines within the division, processes guest speaker payments, processes deposits, submits all technology requests, processes and monitors all purchase requisitions for the division through the iProcurement system.  Maintains office inventory, orders office and instructional supplies.  Generates division cost center user reports for department Chairs/Coordinators. 

 

Updates department budget reports in Excel and assists in reconciling to general ledger on a quarterly basis. 

 

Performs administrative assistance for new hire search committees, including correspondence, travel arrangements, and maintaining files for each applicant. 

 

Assists with maintaining faculty absence records and posting signs across campus as necessary, communicates with office staff as cancellations. 

 

Assists with scheduling appointments on Dean’s calendar, sends email correspondence and follows up as needed to support the needs of the Dean, Operations Manager, Chairs/Coordinators, faculty, and staff.  Creates room reservations as needed using R25. 

 

 

Sets up and maintains faculty mailroom, handles mail distribution, accepts and distributes deliveries of all packages. 

 

Maintains forms drawer for the division.  Maintains various department and program computerized and hard copy files.  Maintains files with Curriculum degrees, certificates, and course outlines per college guidelines. 

 

Maintains office inventory, orders office and instructional supplies as needed.  Processes all maintenance contracts/agreements for office and workroom equipment.   

 

Submits all service desk and maintenance requests, processes faculty work orders and print shop requests, grade forgiveness forms, guest speaker forms, petty cash vouchers, and invoices the require approval for payment.  Inputs online maintenance requests. 

 

Submits all catering requests, organizes special events, assists in the coordination and implementation of student outreach efforts. 

 

Assists in orientation and training of new faculty, student aides, and office assistants into the division. Coordinates with evening staff regarding projects in progress and information to ensure a smooth flowing operation.  Provides direction for student aides.  Creates and modifies faculty contact information in Access database, notifies Chairs/Coordinators of updated information each semester. 

 

Assists with input of new Oracle accounts, copier ID print accounts adding new, modifying, or deleting accounts.  Inputs access requests for Network Distribution accounts for new part-time and full-time faculty and staff using Identity Management.  Approves, edits, and assigns account numbers for newly registered print shop users. 

 

Performs related duties as requested. 

 

 Education: High school graduate or equivalent with specialized training in office skills. Associates degree preferred.   

 

Experience