Clerical Assistant 2, Mathematics

Clerical Assistant 2, Mathematics

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. This individual carries out projects independently from beginning to end while making decisions regarding project administration with little to no managerial input.

Position Salary: $36,108.00 annually 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 Full Benefits Summary (PDF)

Why Millersville? Nestled in beautiful Lancaster County, Pennsylvania, Millersville University is a proud member of Pennsylvania's State System of Higher Education. We're known for: Strong student-faculty connections 70+ undergraduate and 24 graduate programs A stunning campus and vibrant community Outstanding job placement for graduates With over 66,000 alumni across the globe, our impact is far-reachingand growing. Our Mission & Values: At Millersville, we live by our EPPIIC values of Exploration, Public Mission, Professionalism, Inclusion, Integrity, and Compassion. We are deeply committed to Inclusive Excellencecreating a welcoming, supportive environment where everyone can thrive. We believe diversity is a strength, and we actively seek individuals who bring unique perspectives and experiences to our community. Equal Opportunity for All: Millersville University is an equal opportunity employer. We welcome applicants from all backgrounds and are committed to providing a workplace free from discrimination. Individuals from traditionally underrepresented groups are strongly encouraged to apply.

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 (including one multi-function scanner/printer/copier) 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. Coordinate with Department of Chemistry Secretary for supplies related to Physics faculty members. Prepare requisitions for memberships and other non-catalog items. Purchase needed materials and supplies for grants run by faculty in the department. Reconcile budgetary expenditures for those grants. Schedule spaces for meetings and events related to grants. Attend bi-weekly department meetings, record, edit, and submit departmental meeting minutes appropriately. Distribute information to administrators once approved. 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 Track and manage maintenance issues, submit repair workorders, serve as liaison with facilities to schedule repairs when rooms are not in use. Maintain flow of building including scheduling with facilities for electronic door locking and making Astra reservations for conference rooms, computer labs and other classrooms. 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 with preparation of faculty load sheet. Prepare materials for Advanced Placement Simulation training and track accounting for budget. Prepare: documents for signing (faculty, Chair, etc.) and forward to the appropriate offices (dean, registrar, etc.) work orders, key orders, technology orders for new faculty or TPTFs, etc. Assist Department Chair with departmental budget tasks. Monitoring balance, tracking purchases, processing invoices, and reconciling purchasing card. Collect student data for continued eligibility of renewable scholarships and submit to department chair for review and approval. Communicate with Financial Aid for scholarship distribution. Compose and send letters to scholarship recipients. Prepare materials for prospective student visits to the Department of Mathematics and Physics. Distribute follow-up correspondences to prospective students. Post content using Cascade on Department of Mathematics and Physics website for current and prospective students, alumni, and the community. Assist with logistics, facility reservations, and food orders for events. Prepare materials for Open Houses and outreach events. Distribute department newsletters to alumni and develop Qualtrics survey designed for alumni to commit to be involved in student engagement. Coordinate with faculty member(s) to provide clerical assistance with the newsletters. Research new opportunities for math majors, advertise national professional math organization offerings and contribute information to Opportunities Committee for Math Department D2L page. Advertise, interview, hire, train, schedule, and oversee student worker(s) including delegating their work assignments. Approve payroll in ETime in ESS. Serve as departmental interface with other on-campus offices and off-campus agencies as needed. Attend training sessions to learn new techniques required by the job. Utilize Banner, MAX, Slate, Astra, Argos, Business Intelligence, ETime in addition to Microsoft Office Suite. 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. Make poster for hallway, post to website and send letters of congratulations to students. Collect information from faculty on course honors at the end of each semester. Make poster for hallway, post to website and send letters of congratulations to students. Review class lists and provides Chair with information for prerequisites and low grades during Winter and Summer sessions. 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. Prepare individualized instruction and independent study forms and change master schedule (CMS) forms and forward to the Dean's office. Accurately record results and placement in Banner when directed by Department Chair. Order instructor copies of texts, monitor and complete book adoptions for courses missing texts. Assist with acquiring necessary documents for department program 5-year reviews, including facilitating required communication with external reviewers and the Department of Institutional Research, arranging travel plans with the external reviewers, monitoring progress of the review, proofread the program review report and ensure it is completed and distributed to the Dean and Office of Institutional Research. Serve as liaison for students in crisis and assist in scheduling counseling appointments or accompanying student to counseling office. Contact 911 in cases of student emergency health crisis. 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. 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 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, and 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 standard office technology, including Microsoft Office, Teams, and Zoom. Commitment to inclusive practices and working with diverse 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 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.

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. 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.

Posting Open Date - 06/05/2026

Posting Close Date - 06/20/2026

Required Documents

1. Cover Letter/Letter of Application
2. Resume

Optional Documents

1. Curriculum Vitae
2. Unofficial Transcripts 1