Secretary, Engineering Technology and Skilled Trades

Advertised Position Title : Secretary, Engineering Technology and Skilled Trades

Job Description : Essential Functions :

OFFICE ADMINISTRATION

Serve as receptionist for the department - greeting students and visitors to the office and referring customers to appropriate staff.

Answer and screen all telephone calls for the department, taking messages and appropriately handling the exchange of information

Answer questions of a general nature related the department and school

Prepare all departmental correspondence including letters, memos, meeting requests, reports, contracts, advisory committee meeting materials (notices, agendas, and minutes), etc. and distributes with Assistant Dean approval.

Maintain an inventory of supplies and ensures office equipment is fully functioning, arranging for repairs when necessary.

Train and coordinates student workers.

SUPPORT THE DEPARTMENT ADMINISTRATION

Accurately enter Employee Requisitions (ER), purchase order (PO) requisitions and maintain a record per established guidelines.

Schedule student / faculty appointments using established guidelines.

Assist with external accreditation reports, self-study report preparation and site visits

Collect and maintain course syllabi, manuals, handouts, textbook information, correspondence, and other materials as needed by faculty and the Assistant Dean

Record, produce, and distribute committee minutes as assigned.

Maintain calendar of the Assistant Dean, schedules meetings and conferences according to established guidelines with prospective students, advisory committees, students, vendors, and staff.

Facilitate class cancellations per departmental procedures at the direction of the Assistant Dean.

SUPPORT FACULTY AND STAFF

Maintains department files, including reports, correspondence, accreditation, travel, employee recommendations, purchase orders, faculty schedules, students’ records, prospective student lists, etc.

Prepare and mail correspondence.

Makes travel arrangements for the department personnel.

SUPPORTS CURRICULUM AND PROGRAM DELIVERY

Maintains and submits book orders using established guidelines.

Maintains syllabus and course outlines per established guidelines. Maintains course / program assessment files per established guidelines.

Coordinates events, including banquets, meetings, open houses, career fairs.

Knowledge, Skills, and Abilities :

Office machine operation computer skills with knowledge of Microsoft Office programs. Organizational skills, minutes taking ability office management

Interpersonal skills, Excellent spelling and grammar, Office machine operation computer skills, organizational skills, filing skills, minute taking ability, communication (verbal and written) skills

Ability to organize fact and materials for presentations, capability to make quick decisions under pressure. Ability to manage several projects at once. Ability to communicate effectively with students, co-workers, and community members. Ability to work either supervised or unsupervised. Ability to maintain confidentiality

Highly motivated, high work ethic and standards, highly organized. Takes initiative, tolerance for stress, honest and dependable, team oriented, attention to detail.

Minimum Requirements :

High School Diploma or equivalent (G.E.D)

1-3 years of secretarial experience

Preferred :

3 years of secretarial experience

Union Position :

Owens Support Staff Union

Job Classification : Staff

Duty Days : 260 Days

Work Schedule :

8 a.m. to 4 : 30 p.m. or 8 : 30 a.m. to 5 : 00 p.m.

Grant Funded Position :

No - Not Grant Funded

FLSA Status :

United States of America (Non-Exempt)

Pay Basis : Hourly

Hiring Range

15.38-$17.31