Administrative Secretary - Graduate Programming and Student Success

Delaware State University•Wilmington, DE

About The Position

The Administrative Secretary supports the operation of the Graduate Programming and Student Success administrative unit under the supervision of the Executive Director of Graduate Programming and Student Success. The role carries out secretarial and administrative functions with judgment, confidentiality, discretion, and independence. The position works Monday through Friday, 8:30 a.m. to 4:30 p.m., and may require flexible hours as requested by the executive director. The Administrative Secretary monitors unit operations and procedures, supports budget preparation and control, assists with special-project proposals, and helps analyze and coordinate requests. The role collects data, conducts assigned statistical and research work, prepares reports, edits and finalizes documents, coordinates schedules and travel, and provides service to faculty, students, staff, visitors, and other administrative units. It also supervises and trains clerical staff and provides secretarial support to other staff as needed.

Requirements

Excellent oral and written communication skills.
Ability to interact with the public in a professional and pleasant manner.
Five years of office management experience.
Typing proficiency of 50 words per minute.
High school graduation and two years of college-level training in a business program.
Successful clerical, supervisory, and administrative experience.
Ability to maintain strict confidentiality.
Ability to provide and initiate leadership in the event of an emergency.

Nice To Haves

Four-year college degree (B.S. or B.A.).
Seven years of office management experience.
Previous confidential secretarial experience gained in a university or college.
Fluency in a foreign language.

Responsibilities

Study unit operations and monitor compliance with policies, procedures, and general directives.
Develop, initiate, and maintain efficient office procedures.
Participate in budget preparation and control.
Assist in preparing proposals for special projects.
Help analyze and coordinate requests from units under the executive director's direction.
Collect data, perform assigned statistical and research work, and prepare rough and final report drafts.
Liaise with secretaries of other administrative and instructional units.
Edit drafts for clarity, spelling, and grammatical accuracy and prepare final drafts for distribution.
Schedule and arrange appointments and conferences.
Meet with and answer inquiries from faculty, students, and staff as requested.
Supervise and train other clerical staff.
Route and process contracts, route mail, answer telephones, and greet visitors.
Provide secretarial support for other staff members as needed.
Work flexible hours as requested by the executive director.
Make travel arrangements and plan meetings and conferences.
Perform related duties as assigned.