Department Secretary, Exploratory Studies and Student Development

Job Details

Department Secretary, Exploratory Studies and Student Development
Millersville University

Department: Exploratory Studies & Student Development Staff
Nature of Position: Permanent, Full-time

Job Summary/Basic Function

The Department Secretary serves as the office manager for the Exploratory Studies & Student Development Department. The secretary provides clerical support to all faculty and staff in and serves as the primary contact person for departmental business. There is future potential for this position to be shared with another department at the university.

Annual Salary: $36,108.00

Duties and Responsibilities

• Perform clerical work for department chair, faculty, and staff.
• Greet visitors to the programs.
• Answer and screen phone calls.
• Take and deliver phone or email messages.
• Maintain appointment and meeting schedules, calendar of events, and inventory of office supplies and equipment.
• Attend meetings as needed, type/distribute agendas and minutes, reports, proposals, and other written communication.
• Prepare faculty/staff requests, such as travel arrangements and reimbursement claims.
• Serve as department leave clerk for faculty and staff.
• Assist with execution of department events, including scheduling, catering, and A/V needs.
• Conduct on-the-job training for GAs/student workers and submit payroll as needed.
• Assist in preparing budget estimates.
• Oversee Starfish alert reporting, update schedules, as needed, and coordinate deployment of the Summer Starfish Survey for incoming freshmen.

Technical Operational Responsibilities

• Design certificates of participation for workshops and programs.
• Maintain advisor assignments for undeclared/exploratory studies students.
• Update departmental website through Cascade.
• Access Banner for registration system inquiries.
• Order office supplies and manage departmental budgets.
• Take minutes at departmental meetings and prepare them for distribution.
• Report student hours and distribute student paychecks.
• Oversee departmental credit card use and reconcile statements.
• Prepare and interpret spreadsheets for departmental operations.
• Assist in departmental searches and prepare related paperwork.
• Update faculty consultation hours and contact information on the department website.
• All other duties as assigned.

Required Qualifications

• Six months as a Clerical Assistant 1 OR graduation from high school OR any equivalent combination of experience and training.
• Demonstrated ability to solve problems, handle multiple complex tasks with accuracy and attention to detail, maintain a professional demeanor in fast-paced work environment, maintain confidentiality, work independently, learn academic and office policies, change priorities with little/no notice.
• Excellent customer service skills.
• Excellent oral, written, interpersonal communication skills.
• Flexibility, willingness, and ability to pursue and adopt new ideas, information, and technology, and process and summarize information.
• Ability to work with faculty, staff, and students of diverse cultures, racial and ethnic groups, and socioeconomic status.
• Proficiency in Microsoft Office including Word, Excel, PowerPoint, Outlook.
• Commitment to inclusive practices and working with diverse student populations.
• Successful interview (Including Word and Excel tests).
• Successful completion of three background checks.

Preferred Qualifications

• Prior experience with college students, faculty and staff.
• Prior professional work experience in an academic setting.
• Prior experience using specific systems (Banner, SAP, Cascade, Starfish, Kuali, etc.).