Senior Secretary

Florida Atlantic University • Boca Raton, FL

8d • $18 - $19 • Onsite

About The Position

The College of Science at Florida Atlantic University is seeking a Senior Secretary in Boca Raton, FL. The Senior Secretary position serves as the key point of contact to the Physics Department. This role by provides reception services, supports faculty, staff, students and visitors, while handling the daily operational tasks of the department. This position also assists with the annual operational budget, processing contracts, and overseeing tuition waivers, travel authorizations, reimbursements, purchase orders and invoices while ensuring confidentiality and maintaining records. Office Maintenance: updating semester documents (office hours, dept. directory, contact information), circulating and posting colloquium announcements, reviewing phone bills and payroll, maintaining office devices and office supply cabinet, ordering office supplies, ordering keys, filing. Keeping a Departmental key inventory. Maintaining outside hallway boards with updated information. Annual inventory of Department equipment. Support/Assist Department Faculty: making photocopies, sorting & distributing mail, room scheduling, book orders, sending faxes, writing memos & letters as needed, provide class rosters; assisting Chair with scheduling of semester classes; SPOT form distribution/collection; making travel reservations for faculty and guests. Reception: answering phones, providing information to students, faculty, and visitors; contacting various departments and offices on campus for follow-up, i.e. Purchasing, Controller's office, Payroll, Graduate College, etc. Graduate Student Applications: viewing and printing of incoming applications and supplements, student correspondence, sending of I-20s if necessary; facilitating new graduate students' arrivals. Working directly with the Faculty Member that holds the position of Physics Graduate Student recruiter and the Graduate College Special projects as assigned by Chair, Faculty, or Budget Coordinator. Time input. Proctoring make-up exams in office as requested by Faculty. Assist Department Budget Coordinator; back up in his/her absence. Campus errands and other job-related duties as assigned.

Requirements

• High School diploma and 3 years of experience required.
• Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Responsibilities

• updating semester documents (office hours, dept. directory, contact information)
• circulating and posting colloquium announcements
• reviewing phone bills and payroll
• maintaining office devices and office supply cabinet
• ordering office supplies
• ordering keys
• filing
• Keeping a Departmental key inventory
• Maintaining outside hallway boards with updated information
• Annual inventory of Department equipment
• making photocopies
• sorting & distributing mail
• room scheduling
• book orders
• sending faxes
• writing memos & letters as needed
• provide class rosters
• assisting Chair with scheduling of semester classes
• SPOT form distribution/collection
• making travel reservations for faculty and guests
• answering phones
• providing information to students, faculty, and visitors
• contacting various departments and offices on campus for follow-up, i.e. Purchasing, Controller's office, Payroll, Graduate College, etc.
• viewing and printing of incoming applications and supplements
• student correspondence
• sending of I-20s if necessary
• facilitating new graduate students' arrivals
• Working directly with the Faculty Member that holds the position of Physics Graduate Student recruiter and the Graduate College
• Special projects as assigned by Chair, Faculty, or Budget Coordinator
• Time input
• Proctoring make-up exams in office as requested by Faculty
• Assist Department Budget Coordinator; back up in his/her absence
• Campus errands and other job-related duties as assigned

Benefits

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.
• State retirement options including tax-deferred annuities and Roth 403(b) plans.
• State employees Public Service Loan Forgiveness (PSLF) program.
• Sick Leave Pool Program.
• Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).
• Paid Community Engagement Volunteer Service Day
• Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment.
• For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees