Department Secretary, Field Services

Department Secretary, Field Services & Educational Foundations

Millersville University

Department: Educational Foundations

Nature of Position: Permanent, Full-time

Job Summary/Basic Function

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.

Annual Salary

$36,108.00

Plus a generous benefits package.

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, and order supplies.
• 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.
• 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.
• Complete payroll for GA’s/student workers.
• Conduct on-the-job training for student workers.
• Assist Chair in preparing budget estimates.

Technical Operational Responsibilities

• Within Banner Oracle System, maintain advisor assignments.
• Maintain, input, and update the Department web site through Cascade Server system.
• Access OnBase to validate student clearances each semester.
• Access Banner for data entry and Registration System inquiries.
• Access Argos for report inquiries.

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, maintain confidentiality, provide exemplary customer service, organize and prioritize, perform detailed work, learn new skills, work with diverse populations, work independently and in coordination, oversee student workers.
• Demonstrated organizational, analytical, and problem-solving skills.
• 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.).