Secretary

Seton Hall University, New Jersey•Newark, NJ

2d•Onsite

About The Position

The secretary position is an in-person role that provides high-level administrative and clerical support to assigned law school faculty members. This position reports to a supervisor who oversees a team responsible for supporting the academic affairs unit. This encompasses multiple departments, with the majority of time providing support to faculty members within the school of law as well as interfacing students, administration and staff. This role ensures efficient day-to-day operations related to classroom support, and program and committee support, while maintaining confidentiality and professionalism in a fast-paced academic environment. The secretary must pay close attention to detail and manage time carefully while working closely with a rotating group of faculty, programs and committees. Must be proficient in Microsoft Office products to provide administrative assistance including but not limited to: creating and formatting work documents, preparing expense reports, scanning and copying and printing. Faculty, program, and committee assignments are subject to change based on operational needs. Must be able to manage competing deadlines and multiple priorities.

Requirements

High school diploma or GED.
Proficient in Microsoft Office products to provide administrative assistance including but not limited to: creating and formatting work documents, preparing expense reports, scanning and copying and printing.
Must be able to manage competing deadlines and multiple priorities.

Responsibilities

Assist assigned full-time Faculty and adjuncts (subject to change based on operational needs) with the following non-exhaustive list of tasks: Assistance with creating and formatting work documents including office memos, recommendation letters, articles, class materials, and seating charts. Building quizzes and other content in Canvas or other chosen learning management software. Preparing expense reports or other required administrative reports such as monthly credit card reconciliation. Assisting with the procuring office supplies. Scheduling student exam reviews. Uploading and filing invoices in procurement system.
Provide support for programs or committees, on a rotating basis, with the following non-exhaustive list of tasks: Oversee, schedule/coordinate meetings, including Microsoft Teams Meetings, with students and faculty. Provides support for faculty guests’ visits. Includes making lunch reservations and greeting guests. Collaborate with IT to ensure PowerPoint presentations are working correctly for guest speakers. Set up mock interview/counseling sessions. Correspond with external vendors.
Provide administrative support as needed for various special projects/reports.
Participate in law school events and attend meetings.
Assist with other assigned tasks across multiple departments within the Law School during peak seasons included, but not limited to the following: exam support, i.e., proctoring, and scribing. Provide event support during orientation, CLE events, compliance program events, graduation and others.