Department Secretary, Field Services & Educational Foundations

Job Details

Department Secretary, Field Services & Educational Foundations
Millersville University

Department: Educational Foundations
Nature of Position: Permanent, Full-time

Job Summary/Basic Function

About the position:
The Secretary/Receptionist reports to the Department Chair of Educational Foundations and provides clerical support to all faculty and staff in the Department. The position also provides clerical support to the Department of Field Services.

Join Our Team at Millersville University!

Annual Salary: $36,108.00
Plus a generous benefits package designed to support your well-being and future:

• Comprehensive Health Coverage – Medical, dental, and vision insurance
• Group Life Insurance
• Retirement Plans – Choose from two excellent options
• Tuition Waiver – Invest in your education or your family’s
• Paid Time Off – Vacation, sick leave, and holidays to recharge

Duties and Responsibilities:

• Perform clerical work for department chair, faculty, and staff.
• Greet visitors to the program(s).
• Answer and screen phone calls.
• Take and deliver phone or email messages.
• Maintain: appointment and meeting schedules; inventory of office supplies and office equipment; maintain and order office or computer supplies to support efficient office management.
• Attend meetings as needed, type/distribute agendas and minutes, reports, proposals, and other written communication.
• Prepare faculty/staff requests, i.e., travel arrangements and reimbursement claims.
• Serve as department leave clerk for faculty and staff.
• Transfer data to a digital database and verify the accuracy of the input data.
• Review submitted documents for validation.
• Resolve discrepancies in information (with students and others, as needed).
• Organize/Input existing data in a spreadsheet.
• Maintain confidentiality and security of all records.
• Assist with the execution of department events.
• Schedule meetings/events and make necessary preparations, including materials needed ahead of time, catering, Audio/Visual needs, set-up, etc.
• Complete payroll for GA’s/student workers and submit to department chair or director for review in a timely manner.
• Conduct on-the-job training for student workers, instructing students in Banner, Hyperion, proper office protocol, and supervising their contact with students seeking advisement or appointments.
• Assist Chair in preparing budget estimates for the Academic Advisement and Student Development department annual budget proposal: compare past year uses with next year expectations, record requests from department members for future purchases, and research prices.

Technical Operational Responsibilities:

• Within Banner Oracle System, maintain advisor assignments for undeclared students and Exploratory Program students.
• Maintain, input, and update the Department of Academic and Student Development web site through Cascade Server system. This includes staff updates, departmental information updates, announcements, and deadlines.
• Access OnBase to validate student clearances each semester.
• Access Banner for data entry and Registration System inquiries, etc.
• Access Argos for report inquiries.
• All other duties as assigned.

Required Qualifications

• Six months as a Clerk Typist 1 OR completion of high school business curriculum OR any combination of equivalent experience and training.
• Excellent oral, written, interpersonal communication skills.
• Proficiency in Microsoft Office including Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to: adapt quickly to changing student, employee needs; always maintain confidentiality and discretion; provide exemplary customer service in high volume office; organize, prioritize, meet deadlines, and follow up on assignments; perform detailed work involving written information; learn new skills as needed; work with students of diverse cultures, racial and ethnic groups; work independently and in coordination with others; oversee student workers, their training and payroll.
• Demonstrated organizational, analytical, and problem-solving skills.
• A sense of urgency and attention to deadlines and details.
• 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

• 2 Years of work experience in clerical/secretarial position(s).
• Prior experience with website design and maintenance.
• Prior professional work experience in an academic setting.
• Prior experience using specific systems (Banner, SAP, D2L Brightspace, ZOOM, ESS, Hyperion, Business Intelligence, Ad Astra, etc.).

Essential Functions

Please Note: These duties are to be performed with or without an accommodation. We are committed to providing reasonable accommodations in accordance with Americans with Disabilities Act (ADA).

• Ability to work in person on campus in an office setting.
• No or very limited physical effort required.
• No or very limited exposure to physical risks.
• Extensive writing skills (prepare and organize complex documents).
• Extensive verbal communication skills (provide information and assistance regularly).
• Basic math skills (add, subtract, multiply, divide).
• Most work is done at a desk, utilizing a computer and phone.
• Work is normally performed in a typical interior/office work environment.
• Understanding of written and verbal directions.
• Ability to sit for long periods of time.
• Must be able to lift/pull/push up to 10 pounds.
• Dexterity of hands and fingers to operate a computer keyboard and mouse.

To apply, please visit: https://jobs.millersville.edu/postings/15008