Secretary, Creative Arts & Media/Teacher Ed & Human Services

Secretary, Creative Arts & Media/Teacher Ed & Human Services

Essential Functions:

Office Administration

1. Serves as a primary point of contact for assigned departments by answering telephone calls, receiving and directing visitors, responding to routine inquiries, taking messages, and distributing mail and materials.

2. Prepares and distributes departmental correspondence and documents as requested, including confidential correspondence, memoranda, letters, reports, meeting materials, minutes, and contracts.

3. Initiates and processes purchase requisitions and purchase/coordinates orders and maintains accurate purchasing and expenditure records.

4. Monitors departmental office and instructional supplies and places/coordinates orders as authorized.

5. Uses College information systems and administrative software to complete assigned office responsibilities and maintain departmental information.

6. Prepares, maintains, and distributes departmental contact lists, schedules, directories, and other operational records in accordance with College procedures.

7. Assists department heads with class cancellations by completing required notifications, communicating with students and faculty, posting information, and distributing course materials as directed.

8. Receives, organizes, maintains, and distributes faculty schedules, course syllabi, and other required instructional materials.

9. Maintains organized electronic and physical departmental records in accordance with College policies, records-retention requirements, and confidentiality standards.

10. Processes facilities, technology, and maintenance requests and follows up with the appropriate College offices as needed.

Faculty and Staff Support

1. Assists new full-time and part-time faculty by preparing materials, and providing access to departmental information and resources.

2. Provides faculty and staff with required forms, procedural information, and other departmental resources.

3. Schedules department, program, advisory committee, and other assigned meetings; reserves meeting spaces; prepares and distributes materials; and coordinates meeting logistics.

4. Records and prepares meeting minutes as assigned and maintains and distributes approved meeting records in accordance with College procedures.

5. Assists with maintaining departmental websites, learning-management-system content, shared electronic resources, and other departmental communications as assigned.

Curriculum and Program Support

1. Coordinates departmental textbook and instructional-material information each semester and communicates required information to the College bookstore and other appropriate offices.

2. Assists faculty with obtaining examination copies, instructional resources, and other course-related materials.

3. Maintains course syllabi, course outlines, assessment materials, and other curriculum records in accordance with departmental and College procedures.

4. Provides administrative support for student-learning assessment, program review, accreditation, and other academic quality-assurance activities.

5. Assists with collecting, organizing, entering, and maintaining program and course information as directed by department heads.

6. Maintains confidential academic and program records in accordance with College policies and applicable privacy requirements.

Department Administration

1. Provides administrative support to department heads and other assigned School of Liberal Arts administrators.

2. Maintains calendars, schedules appointments, and coordinates meetings and other departmental activities as requested.

3. Completes and processes College forms, personnel documents, employee requisitions, contracts, and other administrative records as directed.

4. Assists with scheduling interviews, preparing interview materials, communicating with candidates, and coordinating departmental search activities.

5. Makes approved travel arrangements and assists with required travel documentation for faculty and staff.

6. Maintains documentation for departmental purchasing-card transactions and assists with reconciliation in accordance with College procedures.

7. Provides administrative support for program reviews, accreditation activities, external reviews, professional-organization responsibilities, advisory committees, and departmental reports.

8. Assists with departmental events, projects, initiatives, and activities as directed by department heads.

Knowledge, Skills, and Abilities:

• Strong customer service and relationship-building skills.

• Proficiency in Microsoft Office, especially Outlook, Word, and Excel.

• Ability to maintain, analyze, and report data using records, databases, and tracking systems.

• Working knowledge of budgeting, purchasing, invoicing, and financial processes.

• Ability to learn and use enterprise, scheduling, and administrative software.

• Strong organizational, time management, and record-keeping skills.

• High attention to detail with the ability to reconcile and verify data accuracy.

• Ability to maintain confidentiality of sensitive information.

• Effective communication and collaboration with internal and external stakeholders.

• Ability to manage multiple priorities, meet deadlines, and work independently.

• Ability to support academic, compliance, accreditation, and operational processes.

• Demonstrated initiative, sound judgment, adaptability, and professionalism.

• Team-oriented with a strong work ethic and commitment to continuous improvement.

Minimum Requirements:

• High School Diploma or equivalent (G.E.D.)

• 1-3 years secretarial or office management experience preferably an MS Office environment.

Union Position:

Owens Support Staff Union

Job Classification:

Staff

Duty Days:

Varies Semester to Semester

Work Schedule:

TBD

Grant Funded Position:

No - Not Grant Funded

FLSA Status:

United States of America (Non-Exempt)

Pay Basis:

Hourly

Hiring Range

$15.38-$17.31