Senior Secretary of Physics

Alabama Agricultural and Mechanical University•Normal, AL

About The Position

Under direct supervision, provides secretarial assistance to an administrative unit or to the chairperson of an academic unit with seven or more professional employees. The role may report to the unit head, department chairperson, or another supervisor, and may supervise student assistants assigned to the unit or department office. The position performs a broad range of secretarial and office-management duties, including preparing and proofreading correspondence and reports; compiling information; managing mail, records, files, calls, appointments, and supplies; providing receptionist services; and recommending improvements to office procedures. It also provides limited administrative assistance as directed by the immediate supervisor.

Requirements

Associate degree.
Two years of administrative or clerical experience.
Considerable knowledge of office-management practices and procedures.
Considerable knowledge of business English, spelling, and commercial mathematics.
Ability to compose and prepare accurate reports, records, and correspondence.
Ability to prepare and maintain complex clerical files, including statistical reports and materials.
Ability to deal effectively with the public to give and obtain information, refer callers, and arrange appointments.
Ability to take dictation and operate a word processor at a corrected rate of 50 words per minute.

Responsibilities

Take dictation and type correspondence, memoranda, reports, instruction sheets, forms, file cards, statistical data, and other work-related materials.
Proofread typed materials for accuracy.
Compose letters and memoranda from general notes.
Compile factual information from files, records, publications, and other sources, and tabulate it using standardized report forms.
Receive, open, sort, and distribute mail as directed; assemble related materials to help the supervisor answer mail.
Maintain current and accurate records of departmental purchases, equipment, travel, statistical data, daily office and program activities, and appointments.
Establish and maintain files of letters, reports, records, and other documents, keeping their information confidential.
Provide limited administrative assistance as directed by the immediate supervisor and according to written or oral instructions.
Receive and place telephone calls; schedule appointments and meetings; make reservations; greet visitors and callers; record messages; and perform receptionist duties.
Prepare requests for office supplies and receive supplies.
Perform general office-management duties and recommend ways to improve office procedures.
Perform other duties assigned by the immediate supervisor.
May supervise student assistants assigned to the unit or department office.