Clerical Assistant 2, Mathematics

Clerical Assistant 2, Mathematics

Millersville University

Department: Mathematics

Nature of Position: Permanent, Full-time

Job Summary/Basic Function

The Department Secretary provides administrative and clerical support within the Department of Mathematics and Physics and works independently and collaboratively with the Department Chair, Assistant Chair, Physics Program Coordinator and the 20+ faculty members of the Department of Mathematics and Physics to accomplish major department projects. This position serves in a confidential capacity, manages day-to-day operations within the department with minimal oversight, and coordinates all department events.

Position Salary: $36,108.00 annually

Duties and Responsibilities

• Provide various administrative and clerical duties for approximately 20 full-time faculty, 1 permanent part-time, 1 laboratory technician, and 5-10 adjunct faculty.
• Serve as receptionist, greeting visitors, answering caller’s questions, screening telephone calls, and forwarding calls to the Chair or faculty when appropriate.
• Manage and request service for departmental photocopiers and paper shredder to ensure functionality.
• Distribute incoming mail and manage outgoing mail, including preparing packages for USPS, UPS, or FedEx.
• Determine department needs for equipment and supplies and purchase items via Source Point to maintain adequate supply.
• Prepare requisitions for memberships and other non-catalog items.
• Purchase needed materials and supplies for grants run by faculty in the department.
• Attend bi-weekly department meetings, record, edit, and submit departmental meeting minutes appropriately.
• Serve as first level technical support for the department, submit help desk tickets and serve as liaison with the IT department to schedule repairs.
• Track and manage Wickersham Hall security and maintenance issues.
• Assist Chair with faculty searches, including making travel reservations for candidates, preparing paperwork for accounting, scheduling meetings, and arranging catering or reservations for meals.
• Prepare documents for hiring and reappointment of RPTF and TPTF faculty through Kuali and Article 29 forms through Human Resources.
• Assist Department Chair with departmental budget tasks.
• Collect student data for continued eligibility of renewable scholarships and submit to department chair for review and approval.
• Prepare materials for prospective student visits to the Department of Mathematics and Physics.
• Post content using Cascade on Department of Mathematics and Physics website.
• Assist with logistics, facility reservations, and food orders for events.
• Advertise, interview, hire, train, schedule, and oversee student worker(s) including delegating their work assignments.
• Review Argos queries and information from MAX including number of math courses taken and major GPA to compile academic information on math majors for inclusion on the Chair’s List.
• Enter course information on course offering sheets for each semester.
• Accurately input and edit the faculty load and department schedule in appropriate systems for Fall/Winter/Spring/Summer schedules.
• Assist with acquiring necessary documents for department program 5-year reviews.
• Serve as liaison for students in crisis and assist in scheduling counseling appointments or accompanying student to counseling office.

Required Qualifications

• Six months as a Clerical Assistant 1 OR graduation from high school OR any equivalent combination of experience and training.
• Experience performing moderately complex clerical work activities with considerable independence.
• Excellent oral, written, and interpersonal communication skills.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, OneDrive, and Teams.
• Demonstrated ability to solve problems, handle multiple complex tasks with accuracy and attention to detail, maintain a professional demeanor, maintain confidentiality, work independently, learn academic and office policies, change priorities with little/no notice.
• Excellent customer service skills.
• Ability to work with faculty, staff, and students of diverse cultures, racial and ethnic groups, and socioeconomic status.
• Successful interview (including Word and Excel tests).
• Successful completion of three background checks.

Preferred Qualifications

• 2 Years of work experience in clerical/secretarial position(s).
• Prior professional work experience in an academic setting.
• Prior experience using specific systems (Banner, SAP, D2L Brightspace, Argos, MAX, Slate, Business Intelligence, Astra, and People Admin).
• Experience in website design and maintenance.