Senior Secretary

About Us

Welcome to Atlanta Metropolitan State College (AMSC)!

At Atlanta Metropolitan State College, we are committed to creating a vibrant, growth-oriented community where innovation thrives, collaboration is celebrated, and contributions are valued. As a proud member of the University System of Georgia (USG) and fully accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), AMSC is a dynamic institution dedicated to transforming lives.

AMSC embraces core values, Excellence, Integrity, Leadership, Belonging, and Public Service, that guide our culture and work. We strive to create an atmosphere where individuals feel respected, supported, and inspired to reach their full potential. Here, gratitude and recognition are not just practices but embedded in everything we do.

Located on a picturesque campus in Southwest Atlanta, AMSC offers the perfect blend of accessibility and opportunity. Just ten minutes from downtown Atlanta and fifteen minutes from Hartsfield-Jackson Atlanta International Airport, our campus is an ideal destination for those ready to make a meaningful impact.

Job Summary

Under the supervision of the Dean, The Senior Secretary provides high level administrative support to the Dean and faculty within the School of Arts & Sciences. This role is essential for ensuring the efficient operation of the school by managing a wide range of administrative tasks, facilitating communication, and supporting various academic and operational activities. The ideal candidate will be highly organized, detail oriented, and capable of working independently in a fast paced educational environment.

Responsibilities

Administrative Support

• Manage the Dean's calendar, including scheduling appointments, meetings, and events.
• Prepare and distribute agendas, meeting minutes, and follow-up materials.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
• Maintain and organize office files, records, and databases.

Course Scheduling

• Assists the Dean in building course schedules for all the various parts of term per academic year and across all academic programs. Executes changes to the schedule in a timely manner as requested by the Dean or Registrar's Office. Reviews the academic course schedule for accuracy based on sit time, room availability and times.

Student Services

• Provide information and assistance to students regarding school policies, procedures, and services. Assist in the coordination of student advising and registration processes.
  Handle student inquiries and direct them to appropriate resources as needed. Support the organization of student events, workshops, and activities.

Faculty Support

• Assist faculty with administrative tasks such as copying, printing, and mailing.
• Coordinate faculty meetings, including room reservations, technology setup, and catering.
• Manage and track faculty schedules, office hours, and class rosters.
• Support faculty with course material preparation and distribution.
• Initiates Dual Appointment Agreements and Interdepartmental Authorization for all eligible faculty.
• Collaborates with the Dean to schedule faculty annual performance review conferences.
• Assists with the onboarding and offboarding of faculty (Banner access, key/office requests, ITS equipment, password resets, etc.). Provides timely outreach to faculty to meet deadlines especially related to attendance verification, midterm and final grades.

Budget and Finance

• Assist in the preparation and monitoring of the school's budget.
• Process purchase orders, travel authorizations, expense reports, and invoices.
• Track and reconcile departmental expenditures.
• Maintain accurate financial records and reports of all accounts related to the School of Arts & Sciences such as the Film Festival budget, royalties from publishers, etc.

Grants & Partnerships

• Assists the Dean, Grant PI & Co-PI in completing any grant related paperwork related to the School of Arts & Sciences.
• Assists the Chairs & Executive Directors within the School of Arts & Sciences in preparing partnership documents.
• Initiates/processes payment requests for student conference registrations, payment requests for students grant stipends in HCOP and LSAMP.
• Processes orders for Research projects for the School of Arts & Sciences.

Event Planning

• Organize and coordinate school events, including seminars, conferences, and special projects.
• Handle logistics such as venue selection, catering, equipment rental, and promotional materials.
  Manage event registration and attendee communications.
• Assist with event setup, execution, and teardown.

Communication and Outreach

• Draft and disseminate school newsletters, announcements, and promotional materials.
• Update and maintain the school¿s website and social media accounts.
• Coordinate communication between the school, other college departments, and external partners.
• Represent the school at various college and community events.

General Office Management

• Order and maintain office supplies and equipment.
• Ensure a clean, organized, and professional office environment.
• Supervise and train junior administrative staff and student workers.
  Implement and maintain office procedures and best practices

Required Qualifications

Educational Requirements
Associate's Degree

Required Experience
5 years of administrative support experience

Preferred Qualifications

Preferred Educational Qualifications
Bachelor's degree.

Preferred Experience
One year in a higher education setting

Proposed Salary

Proposed Salary - $23.56 / Hour

Required Documents to Attach

• Cover Letter
• List of References
• Transcripts

Knowledge, Skills, & Abilities

ABILITIES
Ability to handle sensitive and confidential information with discretion.
Ability to work independently and collaboratively in a team environment.

SKILLS
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent organizational, time management, and multitasking skills.
Exceptional written and verbal communication skills.
Experience with budget management and financial reporting.
Familiarity with academic and student service processes.

USG Core Values

The University System of Georgia is comprised of our 25 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at .

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at .

Conditions of Employment

Offers of employment are contingent upon completion of a background investigation, including a criminal background check, demonstrating your eligibility with Atlanta Metropolitan State College, as determined by Atlanta Metropolitan State College in its sole discretion; confirmation of the credentials and employment history reflected in your application materials; and if applicable, a satisfactory credit check. Applicants may be subject to a pre-employment drug test.
Offers are made expressly subject to the applicable federal and state laws, to the statutes, rules and regulations of this institution and to the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.

Equal Employment Opportunity

Atlanta Metropolitan State College is an equal opportunity employer. Atlanta Metropolitan State College does not discriminate on the basis of race, color, religion, sex, national origin, disability, age or military/veteran status.
EVerify # 111036 4/2/2008

Other Information

This is not a supervisory position.
This position has financial responsibilities.
This role is considered a position of trust.

Background Check

Offers of employment are subject to a background investigation, including criminal records history, to determine eligibility for employment. Additionally, credentials and employment history stated in your application materials are also subject to verification.

For certain positions, a satisfactory credit check, MVR, or other relevant investigations may also be conducted.

Accommodations

The physical demands are representative of those required of an employee to successfully perform the essential functions of this job. Reasonable accommodations may be provided to enable individuals with disabilities to perform job functions.

Individuals requiring disability related accommodations for participation in any event or to obtain print materials in an alternative format, please contact Human Resources.