Administrative Secretary

Tennessee Board of Regents • Town of Woodbury, NY

23h • Onsite

About The Position

Provides general administrative and clerical support within the division. Maintains confidentiality of sensitive information and supports day-to-day departmental operations in a professional and efficient manner.

Requirements

• Associate degree.
• Knowledge and expertise using a variety of office related computer software packages.

Nice To Haves

• Prior office experience required with prior work in an educational setting preferred.
• Prior experience utilizing Banner preferred.

Responsibilities

• Communicates with program directors regarding due dates for semester course schedule, projecting adjunct faculty needs, IDEA evaluation timeline, and other needed information.
• Inputs course schedule into Banner and provides Program Directors with a draft for proofing.
• Works with Dean to ensure ongoing operation of the Division Office.
• Works with the Dean to finalize the semester workload.
• Prepares faculty roster that accompanies the workload report.
• Pulls faculty contracts through FLAC each semester.
• Reviews faculty licensure each semester (maintains a log of faculty licensure renewal).
• Works with program directors/clinical coordinators to ensure timely renewal of the clinical affiliation agreements.
• Maintains and updates the clinical affiliate contract log.
• Reads incoming mail and routes that not requiring the supervisor’s attention (this does not include reading emails in Deans’ inbox).
• Composes routine and non-routine correspondence independently.
• Prioritizes various tasks/projects to ensure timely completion.
• Utilizes a variety of communication modalities (written and verbal) to ensure smooth operation of the division and timely completion of duties/tasks.
• Develops and maintains office filing system.
• Operates a computer and utilizes a variety of software packages.
• Inputs requisitions for various purchasing requests.
• May assist faculty with preparation of materials for both classroom use and for other general and office purposes.
• Answers incoming phone calls and provides appropriate information and/or routes call to appropriate person.
• Monitors and maintains inventory of supplies, forms; initiates ordering process as necessary.
• Assists in maintaining supervisor’s calendar.
• Provides training and troubleshooting assistance to faculty and staff on the use of copiers, computers, and other technology hardware and software.
• Ensures daily mail pick up/delivery.
• Assists program directors with preparation for accreditation site visits.
• Serves as a resource to assist program directors/faculty with completion of required forms (Food forms, Travel, Field trip, Hire package).
• Collects syllabi to fulfill SACS requirement per semester.
• Maintains and organizes faculty information required to teach (i.e., licensure, certification, etc).
• Works with program directors to ensure timely completion and submission of adjunct paperwork.
• Maintains and monitors budget expenditures and makes reports as required.
• Researches policies, procedures and guidelines for supervisor and faculty.
• Develops and maintains personnel, financial, statistical, and other important records.
• Responsive to student requests/inquiries.
• Assists with calling students enrolled in classes that have been cancelled.
• Assists with onboarding of students as needed.
• Ensures ongoing communication with Dean regarding duties/responsibilities and leave.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees