Senior Secretary - part-time, temporary

Kent State•Kent, OH

4d•Onsite

About The Position

The Senior Secretary performs secretarial, office coordination, and routine administrative tasks in accordance with established policies and procedures, providing administrative support to the School of Art. The position reports to a department head or other designated supervisor. Duties include serving as a liaison, coordinating office procedures and workflow, maintaining departmental budgets and records, preparing correspondence and reports, managing schedules and meetings, arranging travel, and supporting projects and events. The role may also involve coordinating personnel actions and supervising student workers. The position is based at Kent Campus in Kent, Ohio, and is temporary and part-time.

Requirements

High school diploma or equivalent plus eighteen months of training or education in office administration or a related area, or equivalent training or experience providing comparable knowledge, skills, and abilities.
At least one year of experience providing secretarial services in an office or business setting.
Knowledge of office practices and procedures, standard alphanumeric filing procedures, letter formats, and English grammar, spelling, and punctuation.
Keyboarding skill of 40 words per minute.
Interpersonal communication skills for interacting effectively with university personnel and the public, in person and by telephone.
Written communication skills, including composing routine correspondence.
Ability to define problems, collect data, and draw valid conclusions.
Ability to establish and implement office procedures and methods for gathering, collating, and classifying information.
Ability to proofread, operate various office equipment, perform basic mathematics, and apply policies and procedures.
Ability to follow oral and written instructions accurately, maintain accurate records, train and direct other employees, manage time and priorities, assist with changes, and learn and use specific software applications.
Must pass a security check; may be asked to take a skills assessment.

Responsibilities

Serve as a liaison among the supervisor, department staff, university personnel, and people outside the university; transmit information, directives, and decisions and assist with implementing assigned policies and procedures.
Maintain and monitor the department budget, process financial forms, record expenditures, monitor spending, and help identify and resolve discrepancies.
Develop and implement office procedures, coordinate daily workflow, and possibly train and direct clerical or secretarial staff.
Prepare, proofread, and correct correspondence, reports, tests, and other materials; compose routine correspondence.
Manage the supervisor’s appointment and travel schedules, screen visitors and calls, schedule meetings, coordinate meeting arrangements, take and prepare minutes when needed, and arrange travel and lodging and related reimbursements.
Screen, open, prioritize, and route the supervisor’s mail, and compose responses to routine information requests.
Create, maintain, and update department files and records; compile data and assist with reports.
Assist with special projects and events, including processing forms, creating databases, coordinating materials, designing promotional materials, arranging ticket sales, rooms and catering, and helping resolve event matters and attend events.
Possibly coordinate and monitor personnel actions, liaise with affected individuals and relevant departments, maintain personnel records, and ensure procedures are followed.
Possibly supervise student workers.
Perform related duties as assigned.