Secretary
Job Details
Department: Division of Health Science Professions
General Statement of Job
The secretary provides clerical and administrative support to the program chair(s), faculty, and the division office staff.
Specific Duties and Responsibilities
Essential Functions:
- Provides administrative support and assistance to the program chair(s), faculty, and the division office staff as needed, including but not limited to making copies, scheduling, correspondence, travel arrangements, and mileage reimbursements.
- Maintains departmental files and coordinates various departmental initiatives and events.
- Performs budget responsibilities as needed by balancing the departmental budget monthly and developing and tracking of requisitions and purchase orders by program chair.
- Assists program chair(s) with departmental Notice of Employment (NOE) completion.
- Orders and distributes supplies, and arranges for equipment maintenance.
- Participates in support staff meetings.
- Collects department's reference materials such as syllabi, faculty directory and office hour information; acts as custodian of department documents and records.
- Organizes department meetings and events by booking facilities, compiling and distributing documents and providing necessary logistics, and composes meeting minutes.
- Provides customer service and serves as a source of information to students, staff, and faculty on procedures, programs, and office activities.
- Submits various employee documents, compiles and reports departmental learning outcomes.
- Tracks inventory of equipment and its locations for audit purposes and assists division office in preparing inventory audit reports.
- Prepares memorandums outlining and explaining administrative procedures and policies for department employees.
- Participates in professional development, as directed.
- Prepares materials for distribution, including data spreadsheets and marketing materials.
- Provides tour of facility for visitors, as needed.
- Performs other duties according to division/department needs.
Required Education and Experience
- To qualify, one of the following must be met:
- College Certificate
- A minimum of 30 earned college hours
- At least one (1) year of work experience in a professional work setting required.
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