Secretary III

University of Iowa•Iowa City, IA

About The Position

Under general supervision, the Secretary III performs secretarial work, including composing routine correspondence, maintaining records, and obtaining and providing factual information that requires knowledge of policies and procedures in assigned and related work areas. The position uses personal computers, computer terminals, software, and conventional office equipment, with frequent interruptions and a high volume of public contact. It also supervises student staff. This is a 12-month position with a Monday–Friday schedule of 8:00 a.m. to 4:30 p.m. and a 30-minute lunch. Occasional weekend and evening hours are required during peak operating periods. The role provides clerical and customer-service support, manages records and office operations, and assists with emergency response procedures. The position is part of the University of Iowa Division of Student Life, which works to foster student success through educationally purposeful services and activities within and beyond the classroom.

Requirements

Any combination of related clerical office experience, related undergraduate education, and/or post-high-school clerical training equivalent to four years of full-time employment, including use of word processing.

Nice To Haves

Experience leading others and/or supervising staff.
Experience in a role requiring high-volume public contact, multitasking, and regular use of multi-line phones with internal and external customers.
Experience working in a customer-service environment.
Excellent verbal, written, and interpersonal communication skills, with the ability to work effectively with staff, students, and the public.
Ability to follow oral and written instructions, collect data, and maintain records.
Ability to learn and use technology, including email and Microsoft Office products.
Excellent organizational skills and attention to detail.
Ability to use good judgment.

Responsibilities

Interview, hire, train, and supervise part-time student desk staff.
Provide primary clerical support, including desk coverage.
Operate office equipment, including copy machines and computers.
Compose correspondence within established guidelines.
Answer a multi-line phone, screen calls, and take organized messages.
Greet and assist the public, students, faculty, and staff; schedule appointments and room reservations.
Refer students, members of the public, and staff to appropriate campus resources.
Maintain personnel, student discipline, and financial-related records using software such as StarRez, Maxient, and MAUI; assist with or perform reconciliation of Transaction Detail Reports (TDR).
Maintain building security and key inventory records, including completing key inventory.
Maintain office supplies.
Sort and file forms, reports, and correspondence according to departmental policies and procedures.
Assist staff with emergency response procedures and take appropriate action.
Participate in ongoing staff meetings and staff development.
Attend one-on-ones with the supervisor and weekly Residence Education staff meetings; participate in Residence Education committees if interested.