Secretary, Creative Arts & Media/Teacher Ed & Human Services

About this role

Advertised Position Title:

Secretary, Creative Arts & Media/Teacher Ed & Human Services

Job Description:

Essential Functions:

Office Administration

• Serves as a primary point of contact for assigned departments by answering telephone calls, receiving and directing visitors, responding to routine inquiries, taking messages, and distributing mail and materials.
• Prepares and distributes departmental correspondence and documents as requested, including confidential correspondence, memoranda, letters, reports, meeting materials, minutes, and contracts.
• Initiates and processes purchase requisitions and purchase/coordinates orders and maintains accurate purchasing and expenditure records.
• Monitors departmental office and instructional supplies and places/coordinates orders as authorized.
• Uses College information systems and administrative software to complete assigned office responsibilities and maintain departmental information.
• Prepares, maintains, and distributes departmental contact lists, schedules, directories, and other operational records in accordance with College procedures.
• Assists department heads with class cancellations by completing required notifications, communicating with students and faculty, posting information, and distributing course materials as directed.
• Receives, organizes, maintains, and distributes faculty schedules, course syllabi, and other required instructional materials.
• Maintains organized electronic and physical departmental records in accordance with College policies, records-retention requirements, and confidentiality standards.
• Processes facilities, technology, and maintenance requests and follows up with the appropriate College offices as needed.

Faculty and Staff Support

• Assists new full-time and part-time faculty by preparing materials, and providing access to departmental information and resources.
• Provides faculty and staff with required forms, procedural information, and other departmental resources.
• Schedules department, program, advisory committee, and other assigned meetings; reserves meeting spaces; prepares and distributes materials; and coordinates meeting logistics.
• Records and prepares meeting minutes as assigned and maintains and distributes approved meeting records in accordance with College procedures.
• Assists with maintaining departmental websites, learning-management-system content, shared electronic resources, and other departmental communications as assigned.

Curriculum and Program Support

• Coordinates departmental textbook and instructional-material information each semester and communicates required information to the College bookstore and other appropriate offices.
• Assists faculty with obtaining examination copies, instructional resources, and other course-related materials.
• Maintains course syllabi, course outlines, assessment materials, and other curriculum records in accordance with departmental and College procedures.
• Provides administrative support for student-learning assessment, program review, accreditation, and other academic quality-assurance activities.
• Assists with collecting, organizing, entering, and maintaining program and course information as directed by department heads.
• Maintains confidential academic and program records in accordance with College policies and applicable privacy requirements.

Department Administration

• Provides administrative support to department heads and other assigned School of Liberal Arts administrators.
• Maintains calendars, schedules appointments, and coordinates meetings and other departmental activities as requested.
• Completes and processes College forms, personnel documents, employee requisitions, contracts, and other administrative records as directed.
• Assists with scheduling interviews, preparing interview materials, communicating with candidates, and coordinating departmental search activities.
• Makes approved travel arrangements and assists with required travel documentation for faculty and staff.
• Maintains documentation for departmental purchasing-card transactions and assists with reconciliation in accordance with College procedures.
• Provides administrative support for program reviews, accreditation activities, external reviews, professional-organization responsibilities, advisory committees, and departmental reports.
• Assists with departmental events, projects, initiatives, and activities as directed by department heads.

Knowledge, Skills, and Abilities:

• Strong customer service and relationship-building skills.
• Proficiency in Microsoft Office, especially Outlook, Word, and Excel.
• Ability to maintain, analyze, and report data using records, databases, and tracking systems.
• Working knowledge of budgeting, purchasing, invoicing, and financial processes.
• Ability to learn and use enterprise, scheduling, and administrative software.
• Strong organizational, time management, and record-keeping skills.
• High attention to detail with the ability to reconcile and verify data accuracy.
• Ability to maintain confidentiality of sensitive information.
• Effective communication and collaboration with internal and external stakeholders.
• Ability to manage multiple priorities, meet deadlines, and work independently.
• Ability to support academic, compliance, accreditation, and operational processes.
• Demonstrated initiative, sound judgment, adaptability, and professionalism.
• Team-oriented with a strong work ethic and commitment to continuous improvement.

Minimum

Requirements

• High School Diploma or equivalent (G.E.D.)
• -
• 1-3 years secretarial or office management experience preferably an MS Office environment.
• Union Position:
• Owens Support Staff Union
• Job Classification:
• Staff
• Duty Days:
• Varies Semester to Semester
• Work Schedule:

Tbd

Grant Funded Position:

No

• Not Grant Funded

FLSA Status:

United States of America (Non-Exempt)

Pay Basis:

Hourly

Hiring Range

$15.38-$17.31