Administrative Secretary

University of North Florida Alumni Association•Jacksonville, FL

4d•$17•Onsite

About The Position

Under the supervision of School of Engineering and Budget Coordinator, the primary responsibility of the Administrative Secretary is to provide support to the Director, Budget Coordinator, faculty, and staff within the School of Engineering. This position operates under regular deadline pressure to meet operational and reporting requirements. During declared campus emergencies, this position may be required to fulfill specific job-related duties at a designated off-campus location or place of residence.

Requirements

Computer skills and ability to use Microsoft Office applications (Word, Excel, Access, Power Point, and Outlook).
Good organizational skills and knowledge of customer service strategies.
Ability to effectively manage multiple administrative tasks; to form new procedures, analyze problems and work independently.
Ability to communicate effectively, both orally and in writing; must have high degree of professionalism; must have commitment to and understanding of confidentiality requirements; knowledge of office procedures and practices; ability to maintain effective communications with co-workers/general public; ability to accomplish data entry, sorting, filing; must have excellent organizational skills; must be able to learn, use, and assist others in using MyWings, Banner student side, Workday and other UNF computer systems; willingness to make use of UNF training classes pertinent to Administrative Secretary duties.
High school diploma and two years of experience directly related to the job functions.
Directly related college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Responsibilities

Clerical/Reception Duties: Responsible for maintaining the director's calendar, answering phone calls, and greeting/directing visitors.
Manages incoming mail by receiving and distributing it appropriately, and directs student inquiries regarding program information, including phone inquiries, visitor requests, and mail requests.
Types correspondence and supervises/executes photocopying assignments; organizes meetings and seminars; prepares agendas and minutes for staff and Engineering Advisory Board meetings.
Maintains inventory and orders office supplies. Involves event planning, including room scheduling and catering arrangements.
Oversees all administrative functions related to faculty searches, including data entry into Workday, placing advertisements, organizing search meetings, announcing meetings, recording and typing meeting minutes, and managing logistics associated with the interview process, as well as finalizing the search upon completion.
Expected to have sufficient knowledge to respond to a diverse range of questions from students, faculty, and staff.
Fiscal Responsibilities: Handles spend authorization and travel expense reports for the director, faculty, students, and visitors.
Marginal Functions: Train and supervise student assistants in the office.
Maintain an organized and professional front office.
Execute errands on campus as needed.
Departmental Requirements: The individual in this role must demonstrate flexibility, as certain circumstances may necessitate early arrivals or late departures.