Secretary III

UIOWA•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 requiring knowledge of policies and procedures in assigned and related work areas. The role uses personal computers, computer terminals, software, and conventional office equipment, often with frequent interruptions and a high volume of public contact. It also includes supervising 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 periods of operation. The position provides clerical and administrative support for Residence Education and interacts with students, the public, faculty, and staff. The Division of Student Life includes 14 departments and works to foster student success by creating and promoting educationally purposeful services and activities within and beyond the classroom. The University of Iowa describes its benefits and work environment as supporting the Hawkeye community and student success.

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.
The required experience or education must include 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 regularly answering multi-line phones for internal and external customers.
Experience working in a customer service environment.
Excellent verbal, written, and interpersonal communication skills, with the ability to collaborate effectively with staff, students, and the public.
Demonstrated ability to follow oral and written instructions, collect data, and maintain records.
Demonstrated ability to learn and use technology, including email and Microsoft Office products.
Excellent organizational skills and demonstrated attention to detail.
Demonstrated 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 such as copy machines and computers.
Compose correspondence within established guidelines.
Answer a multi-line phone, screen calls, and take organized messages.
Greet, assist, and schedule appointments and room reservations for the public, students, faculty, and staff.
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-one meetings with the supervisor and weekly Residence Education staff meetings; participate in Residence Education committees if interested.