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Secretary 2
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Job no: 498290
Work type: Staff - Full-Time
Location: Health Science Campus College
Categories: Administration, Full-Time, AFSCME, Administrative Support
General Summary
The position is under general supervision of the Department Chairs and Administrator and will provide complex secretarial support to the faculty of two departments. This position will work directly with the faculty and staff of the departments in a collaborative manner, helping to ensure the success of our students, while practicing a supportive role for the success of the faculty and their research.
Principal Duties and Responsibilities
|
Rank (List in order of importance) |
List of Job Duties (Start each duty with an action verb such as “operate,” “repair,” “perform,” “manage,” or “coordinate,” etc.) |
Percent of Time |
|
1. |
This position is responsible for administrative duties related to organizing and scheduling department seminars. This position will work together with other pertinent staff positions to assure that communication is consistent to assure success for the speaker, students, and faculty. This will require working with the Department Track Director, Education Manger, and at times the Chairman. This position will also work with Accounts Payable (AP) to process payments, reimbursements, and assist AP with collecting pertinent information for payment processing. This endeavor will be multifaceted. |
40% |
|
2. |
Assist faculty members with P-card processing; this position will maintain transactions for individual faculty P-cards. This will require collecting invoices, correctly allocating expenses, and submitting monthly transaction reports through Concur in an efficient manner. This position will also support faculty in processing travel reports. |
25% |
|
3. |
Responsible for website updates and changes. Answer telephones, take messages, fax, and scan, maintain office equipment, and may assist with office supplies and print shop requests for the department. Responsible for room scheduling for meetings, greeting and assisting internal/external customers, as well as processing and following through on facility and maintenance work order requests. |
20% |
|
4. |
Assist faculty with Faculty 180. This position will perform Translation Journal publication duties as directed by Chairman and will work collaboratively with a team in this regard. This position will serve as an ambassador for Neurosciences. |
10% |
|
5. |
Other related duties as assigned. |
5% |
|
|
|
|
|
|
TOTAL |
100% |
Impact on the Organization
This position is critical to sustain the day-to-day responsibilities supporting the research and teaching missions of the department.
Qualifications/Knowledge, Skills & Abilities
Education: High School Diploma or GED required
Experience: One year related office support work experience required, Type speed of 30 wpm required
Test: This position requires successful completion of the university assessment testing
Education/experience/licensing
- Experience with medical and scientific terminology applicable to neuroscience preferred.
- Mastery of accepted general office practices and knowledge of protocols unique to the department. Ability to perceive and understand broad objectives and to organize time and material toward same. Ability to multitask, work with numerous interruptions and large numbers of people.
- Must have an advanced knowledge of word processing concepts, spreadsheet programs and databases (Word, Excel, Power Point, Banner, Adobe and Outlook). Experience with Blackboard preferred.
- Minimum of two to three years experience in an office setting preferred. Medical academic office experience preferred.
- Knowledge of H-1B Visas and Immigration helpful.
- Ability to scan test and images and incorporate them into new documents using Photoshop.
Communication and Other Skills
- Excellent verbal and written communication skills; ability to compose own correspondence and ability to gain the confidence of others.
- Excellent interpersonal skills as to work appropriately with the public, faculty members, student, administration and other personnel.
- Possess excellent communication skills, is well-organized, motivated, flexible and maintains a high standard of confidentiality.
- Has the ability to multitask.
- Possesses excellent social skills.
- Possesses the ability to work in a high traffic area with highly confidential information (quizzes and tests).
Reporting Relationships
Reports to the Department Administrator 1 and to the Chairs
Working Conditions
This position is in a high traffic area for faculty, students and visitors. There are multiple interruptions on a daily basis. This is an office environment and includes sitting, standing, bending and lifting up to 50lbs.
Advertised: Eastern Standard Time
Applications close: Eastern Standard Time