Secretary

Seton Hall University, New Jersey•South Orange, NJ

7d•Onsite

About The Position

The Department Secretary assists the students, faculty, and administrators of the School of Diplomacy and International Relations at Seton Hall University, coordinating activities related to the development and delivery of programs and services for diplomacy students. Assigns students to Academic Advisors and assists Administration with registration. Manages the main office. Works with enrollment services to update template of courses for inclusion in Banner. Organizes major events for the School. Prepares budget reports and processes payment of invoices for Dean, faculty, and administrators. Enrolls new faculty, adjuncts, and work-study students in the academic payroll process. Supervises work-study students.

Requirements

Associate Degree or vocational/technical degree

Nice To Haves

Bachelors Degree

Responsibilities

Manages the main office at the School of Diplomacy.
Organizes and directs all faculty-related work-study activities and projects.
Develops, implements, and monitors office policies and procedures and develops and updates a desk reference manual regarding same.
Responds to student and faculty inquiries and directs questions to proper School personnel.
Manages all aspects of program logistics for faculty, including retention of available space, ordering equipment and food services, and, if necessary, securing transportation and hotel reservations for guest speakers and others.
In a confidential manner, composes, edits, and proofreads written material and documents.
Enrolls new faculty, adjuncts, and work study students in the academic payroll process.
Manages adjunct needs including availability of office space and other related tasks.
Handles orders for equipment delivery, maintenance, and repair, as well as general office maintenance issues, not only within the University, but also with outside vendors.
Supports Academic Advisors of student groups in organizing events, such as reserving space, coordinating food orders, and arranging for other support.
Supervises work-study students, scheduling hours, training them, and managing assignments.
Researches and compiles reports for Dean, Associate Deans, and Department Chair, including the report on faculty travel money referenced in item 5, drafting the Faculty Load Report each semester, and preparing other reports as needed, such as and a recent report on numbers of Diplomacy students enrolled in all language courses.
Works with enrollment services to update template of courses each semester for inclusion in Banner.
Creates and maintains "overview" sheet of course offerings.
Prepares draft Faculty Load Report.
Facilitates textbook ordering for faculty with Bookstore.
Coordinates placing books on reserve at Walsh library.
Retains proper filing system as per Faculty Guide for School's program.
Notifies students of selected courses with instructor's name, room location, and name of textbook adoptions.
Through Banner, pulls summary list of program enrollment information and tracks numbers for Department Chair.
Maintains faculty office hours and posts in main office and on bulletin boards.
Maintains student e-mail group lists for use by Administrators for broadcast distribution.
Operates as the primary point of contact inside and outside the University in organizing events, with significant responsibility and autonomy.
Runs major events for Diplomacy faculty, organizes events for research centers, and contributes to organizing other major School events, such as the World Leaders Forum, which brings major international figures to campus.
Communicates and coordinates with guest speakers, secures hotel reservations and car services, schedules event space, and orders equipment through facilities.
Coordinates with University food services, technology services, and other departments when needed.
Schedules on-campus interviews directly with job candidates, answers candidates’ logistical questions, and makes all arrangements for their visits.
Supports faculty in organizing Study Abroad trips, as needed.
Creates and monitors Outlook Event Calendar for quick access to monthly Diplomacy events.
Assigns students to Academic Advisors and notifies both advisor and students of selection.
Assignment involves obtaining updated list of students, dividing them among faculty equitably and with a view to faculty expertise and student program.
Provides advisee assignments for inclusion in Compass.
Communicates with students regarding registration season and open advising.
Supports team of administrators and faculty during registration period each semester by preparing all necessary paperwork needed during advising sessions for administrators/faculty and by managing flow of students during open advising sessions.
Prepares budget reports and processes payment of invoices for faculty, Dean, and administrators, including the processing of T&E forms and Unimarket procurement ordering.
Reconciles IDC instruction account for Department Chair and tracks faculty research support provided by School.