Secretary, Mathematics and Natural Sciences

Owens Community College•Toledo, OH

2d•$15 - $17•Onsite

About The Position

This position serves as a Secretary for the Mathematics and Natural Sciences department, providing essential administrative support to the department, faculty, and staff. The role involves managing office operations, supporting administrative functions, assisting faculty and staff, and facilitating curriculum and program delivery. The secretary will act as a primary point of contact for students and visitors, handle correspondence, manage supplies and equipment, and maintain various departmental records.

Requirements

High School Diploma or equivalent (G.E.D)
1-3 years of secretarial experience
Office machine operation computer skills with knowledge of Microsoft Office programs.
Organizational skills
Minutes taking ability
Office management skills
Interpersonal skills
Excellent spelling and grammar
Filing skills
Communication (verbal and written) skills.
Ability to organize fact and materials for presentations
Capability to make quick decisions under pressure.
Ability to manage several projects at once.
Ability to communicate effectively with students, co-workers, and community members.
Ability to work either supervised or unsupervised.
Ability to maintain confidentiality.
Highly motivated, high work ethic and standards, highly organized.
Takes initiative, tolerance for stress, honest and dependable, team oriented, attention to detail.

Nice To Haves

3 years of secretarial experience

Responsibilities

Serve as receptionist for the department, greeting students and visitors and referring them to appropriate staff.
Answer and screen telephone calls, take messages, and handle information exchange.
Answer general questions related to the department and school.
Prepare and distribute departmental correspondence, including letters, memos, meeting requests, reports, contracts, and advisory committee materials with Assistant Dean approval.
Maintain an inventory of supplies and ensure office equipment is functioning, arranging for repairs as needed.
Train and coordinate student workers.
Accurately enter Employee Requisitions (ER) and purchase order (PO) requisitions, maintaining records per established guidelines.
Schedule student/faculty appointments using established guidelines.
Assist with external accreditation reports, self-study report preparation, and site visits.
Collect and maintain course syllabi, manuals, handouts, textbook information, correspondence, and other materials for faculty and the Assistant Dean.
Record, produce, and distribute committee minutes as assigned.
Maintain the calendar of the Assistant Dean, scheduling meetings and conferences with prospective students, advisory committees, students, vendors, and staff.
Facilitate class cancellations per departmental procedures at the direction of the Assistant Dean.
Maintain department files, including reports, correspondence, accreditation, travel, employee recommendations, purchase orders, faculty schedules, students’ records, and prospective student lists.
Prepare and mail correspondence.
Make travel arrangements for department personnel.
Maintain and submit book orders using established guidelines.
Maintain syllabus and course outlines per established guidelines.
Maintain course/program assessment files per established guidelines.
Coordinate events, including banquets, meetings, open houses, and career fairs.