Administrative Secretary - Winfred Thomas Agricultural Research Station

Administrative Secretary

Summary: Reports to the unit head (manager of Winfred Thomas Agricultural Research Station, WTARS) and may supervise all other secretaries and student assistants assigned to the unit or department office. Organizes and implements procedures for executing various administrative assignments, including tasks related to resource management, meeting coordination, and maintaining confidentiality to support both WTARS operations and the WTARS-based research team(s).

Examples of Duties

Essential Duties and Responsibilities:

• Reports to the unit head or department chairperson and may supervise all other secretaries and student assistants assigned to the unit or department office.
• Organizes and implements procedures for executing various administrative assignments.
• Compiles factual information from files, records, publications, and other sources and tabulates this information following standardized report forms.
• Determines when pertinent materials for the files should be attached to certain documents with which the supervisor must deal.
• Reviews incoming correspondence to promptly alert the supervisor to matters of particular concern or interest and to transmit routine correspondence to an appropriate office for action.
• Composes drafts of reports and letters for the supervisor's review and transmits replies to routine correspondence on the supervisor's behalf.
• Assists in arranging meetings for the unit's staff or faculty, including ordering refreshments when necessary, and serves as the recording secretary by preparing and distributing accurate meeting minutes.
• Types minutes, correspondence, and other documents relating to the operation of the unit or department and proofread these materials to ensure their accuracy and professionalism.
• Establishes and maintains accurate and current files of letters, reports, records, and other documentary materials and ensures that information in these files is confidential.
• Answers the telephone, places call, makes appointments and reservations, receives visitors, and functions as an office receptionist.
• Generates, submits, and tracks requisitions, ePAFs, travel requests, purchase orders, and supply orders for the unit, including WTARS operational logistics and WTARS-based research team(s).
• Uses Banner software for budget tracking, transfers, and reimbursements, while monitoring shipments and maintaining budget records for the unit, including WTARS operational logistics and WTARS-based research team(s).
• Performs any other duties that the immediate supervisor may assign to support unit operations and research teams.

Typical Qualifications

Minimum Position Requirements (including certifications, licenses, etc.):

• Bachelor's degree.
• Two (2) years of administrative or clerical experience.

Supplemental Information

Knowledge, Skills, and Abilities:

• Extensive knowledge of office management policies, practices and procedures.
• Ability to compose and prepare reports, records and correspondence.
• Ability to exercise judgment and discretion in interpreting and applying operational policies and procedures.
• Ability to understand and execute complex written and oral instructions.
• Ability to make accurate calculations and to deal with statistical data.
• Ability to type at a corrected rate of sixty words per minute