Faculty Secretary (STF2172)

Hutchinson Community College•Hutchinson, KS

18d•Onsite

About The Position

The Faculty Secretary provides day-to-day administrative support to department chairs and faculty, including handling communications, scheduling, document preparation, data entry, file and equipment-inventory tracking, travel arrangements, and preparation of class materials. The role supports department marketing-material updates and creates a friendly, customer-service-oriented environment for students, employees, visitors, vendors, and other stakeholders. The secretary provides accurate information or directs inquiries to the appropriate resource, coordinates meetings and events, maintains office supplies, and processes purchasing and expense documentation. The position may coordinate schedules and assist with supervising student workers or department staff, and provides administrative support to the State SkillsUSA Director as approved by Department II Chairs. The employee may occasionally work evenings, particularly at the beginning of semesters, and may provide administrative support across multiple programs and buildings. The position is full-time, clerical support staff, 12-month annual, 40 hours per week, benefit eligible, at-will, and non-exempt. Pay is hourly and commensurate with qualifications as determined by HutchCC administration.

Requirements

High school diploma or equivalent required.
General clerical keyboarding skills required.
Experience with Microsoft Office Word, Excel, Access, and PowerPoint required.
Ability to establish and maintain effective working relationships.
Ability to work independently and efficiently, with attention to detail, and accurately follow written and verbal instructions while maintaining confidentiality and professionalism.
Excellent verbal, written, and listening skills.
Ability to sit for extended periods; keyboard and enter data; operate office equipment; and manually dial and answer telephones.
Ability to see and read computer screens and printed material, with or without vision aids; hear and understand speech at normal levels and on the telephone; and speak audibly and clearly in person and on the telephone.
Ability to use appropriate judgment and tact and courtesy in difficult situations; understand words and respond effectively and appropriately; and learn and comprehend basic position instructions.
Ability to transport books and supplies to class sites and lift up to 50 pounds.
Physical and mental qualifications must be performable with or without reasonable accommodation.

Nice To Haves

Associate of Applied Science degree in Business Administrative Technologies preferred.

Responsibilities

Provide day-to-day administrative support to department chairs and faculty, including handling mail and calls, scheduling appointments, word processing, scanning and faxing, directing inquiries, data entry, copying, and maintaining electronic files and equipment inventory records.
Arrange travel, including airline and hotel reservations and cars or vans.
Prepare class materials, including printing and assembling class packets; process Scantron sheets; and request updates to departmental marketing materials through appropriate campus areas.
Provide professional, accurate, customer-service-oriented support to department chairs, faculty, students, staff, guests, vendors, stakeholders, and visitors.
Provide information about HutchCC or direct inquiries to the appropriate resource or staff member.
Plan and fulfill meeting and event needs, including enrollment activities and room reservations when appropriate.
Attend assigned meetings; record minutes as required; notify attendees; and prepare and distribute agendas and minutes.
Manage office-supply inventory and ordering.
Prepare and follow up on purchase orders, receipts, forms, and expense documentation, including timely invoice payments.
Coordinate schedules and assist with supervision of possible student workers or department staff; delegate responsibilities as appropriate.
Provide administrative support to the State SkillsUSA Director as approved by Department II Chairs.
With prior approval of the department chair, actively serve on campus committees.
Provide administrative support in multiple programs and buildings, including Shears Technology Center, Ag Diesel/CDL at South Campus, Cosmetology, Building 12, Aide-Wifco, and Hutchinson Correctional Facility, or other locations.
Perform other responsibilities as assigned by Department II Chairs.
Arrive on time, attend work regularly, perform the position's responsibilities successfully, and comply with HutchCC policies, procedures, and practices.