Faculty Secretary

Saginaw Valley State University•Lexington, MA

4d•Onsite

About The Position

JOB SUMMARY: To perform secretarial/clerical duties and serve as a liaison for faculty members, including adjunct faculty and departmental professional and technical staff.

Requirements

High school diploma or equivalent.
Two years of job-related experience.
Strong oral, written, telephone, and interpersonal communication skills.
Excellent spelling, grammar, punctuation, and basic mathematic skills.
Ability to work cooperatively and communicate professionally with faculty, staff, students, and the general public.
Experience and ability to positively interact with all members of the campus community.
Ability to organize and prioritize daily activities and expedite workload under occasional time pressure.
Ability to work independently or as a member of a team, with minimum supervision, and accept direction from multiple and diverse faculty members.
Ability to occasionally handle differing, non-routine work situations based on standard procedures and policies.
Ability to maintain confidentiality of files and records.
Ability to learn technical/discipline-specific terminology.
Ability to perform the essential duties of the position with or without accommodation.

Responsibilities

Perform secretarial duties: may include answering telephones, provide information or route calls to appropriate person; prepare, type, proof and otherwise assist with materials prepared by faculty members; create basic event flyers; duplicate printed materials; prepare and send faxes and E-mail; maintain files; greet visitors and students, ascertain nature of business, and direct them to the appropriate person, department, etc.
Perform clerical duties: may include ordering paper and office supplies; deliver packages; distribute information; schedule service for office equipment; provide copy machine assistance; maintain key and fax log; complete billing meter reading, etc.
Maintain faculty advising and lead faculty list for departments.
Attend department meetings and take minutes.
Process, maintain, and manipulate data on a personal computer.
Serve as a liaison with students, other staff, and visitors when a faculty member is away from the office.
Maintain confidentiality of exams, tests and department personnel files and records.
Assist faculty with communication /letters to students, host teachers and school principals.
Complete travel expense requisitions.
Order and coordinate the requisition of course texts for faculty and adjunct faculty classes.
Assist faculty with obtaining non-confidential student information for programmatic updates, evaluation, and planning (i.e., identify students' remaining courses for a degree program for faculty course planning).
Assist with the coordination of COE events.
Provide clerical support on course scheduling documents.
Update wall displays.
Take meeting notes, type agenda, creating calender invitations and reminder emails.
Maintain distribution log for gift card reimbursement.
Track items that require approval.
Track and maintain inventory.
Retrieve course evaluations each semester and deliver any paper course evaluations.
Provide backup assistance for co-workers when necessary or requested.
Proctor make-up and other special circumstance exams for students.
Update and post faculty office hours and class schedules.
Perform other duties as requested or required.
May be responsible for the coordination of work for student employees, including selection, training and evaluation.