Administrative Secretary - Band and Choral Ensembles

Alabama State University•Montgomery, AL

2d•Onsite

About The Position

Alabama State University, College of Visual & Performing Arts, invites applications to fill the position of Administrative Secretary. The selected candidate will oversee the daily operations, ensuring efficiency, quality, and accountability in communications, the management of resources, and the meeting organizational goals by bridging strategy with execution.

Requirements

An Associate degree in Office Administration or other appropriate field with one year of administrative or secretarial experience or a certificate in Secretarial Science with 2 years of administrative or secretarial experience required.
A typing proficiency exam of 40 net words per minute is also required.
Proficiency exams administered by ASU's College of Education and State Career Service Centers are accepted.

Responsibilities

Compose letters and memorandums from general notes
Prepare correspondences, memoranda, reports, and instruction sheets, forms, statistical data and other related material
Proofread all typed material and documents to ensure accuracy
Compile factual information from files, records, publications and other sources , and tabulates this information in accordance with standardized report form
Manage a master events calendar for the Department of Music to include all ensemble performances, concerts, recitals, masterclasses, guest lectures, clinics, workshops, band shows, and performance tours
Receive, open, sort and distribute mail, as directed
Assist ensemble directors by answering the telephone, replying to email queries, placing calls, and making appointments and reservations
Collaborate with the ASU Office of Student Affairs and the ASU Transportation Office on the submission of student travel and liability documentation
Collaborate with the procurement office regarding requisitions and purchase orders
Maintain accurate and current records of departmental purchases, equipment
Enter travel authorizations and requisition requests into the online financial system, track the delivery of purchases and closing of purchase orders in conjunction with the purchasing office and accounts payable
Collaborate with the Music Department's office and COVAP office for deposits and disbursements that utilize the ASU Foundation for departmental ensemble purchases
Establish and maintain accurate and current files of letters, reports, records, and other documentary material, and ensure that information in these files is kept confidential
Hire and supervise students assigned to the department
Perform other duties as assigned