Secretary, School of Engineering and Computing

3 weeks ago

Erie, United States Gannon University Full time

Position Title Secretary, School of Engineering and Computing Posting Number AS799P Subdivision School of Engineering and Computing Division Col. of Engineering & Business Department Electrical & Cyber Engineering Location Erie, Pa Position Summary

The secretary for the School of Engineering and Computing (SEC) performs secretarial, clerical, and related duties in the application of departmental policy and procedures. The secretary will be supporting the operations of specific departments within SEC: Computer and Information Science, Electrical and Cyber Engineering, and Environmental Science and Engineering. Must be able to support and promote the University's Mission.

ESSENTIAL FUNCTIONS:

* Assist leadership and faculty with information requests: run internal reports, assemble and analyze data, download reports from external sources and summarize findings.
* Generate meeting agendas and/or presentation as instructed. Disseminate information to appropriate stakeholders in advance.
* Attend department, committee, advisory board, leadership team, and other meetings as required. Take accurate notes and disseminate notes to appropriate stakeholders in a timely fashion.
* Review academic documentation (catalog copies, major sheets, etc.) and make appropriate edits as needed. Assist SEC Chairpersons in preparing the academic schedule, accreditation reports, academic unit reviews and other reports under timeline/deadline provisions.
* Prepare information for supervisor approval to be disseminated as instructed.
* Maintain departmental, student and other personnel records.
* Maintain office supplies and supply needs of the department faculty. Process reconciliations for purchasing accounts. Prepare check requisitions to process payments approved by the SEC leadership for timely payment.
* Schedule in-person or virtual meetings as instructed, ensure proper technology is available, physical rooms are booked if requested, and ensure any requested food service is ordered and set-up in advance.
* Coordinate with SEC leadership or other Gannon/community partners special events: assist with registration, arrange physical or virtual facilities, coordinate food service, communicate event information to students, provide updates to leadership as requested.
* Assist in specific student recruitment activities; including generating content with faculty and others for approval in posting on various SEC social media platforms.
* Performs other duties as assigned within the scope and responsibility and requirements of the job.

SUPERVISORY RESPONSIBILITIES:

Under general supervision, this position reports to the Associate Dean and Department Chairs but may receive specific instructions from other professionals within the department. This position may assign and check the work of student aides.

CONTACT WITH OTHERS:

Internal: Works with faculty, staff, administration and students. Will respond to requests for service or securing services or information from other departments across the University.

External: Works with the general public, responding to inquires (prospective students, parents, etc.) Works with community partners (SEC academic programs' Advisory Board Members) and guests on campus, interfaces with Gannon affiliate entities (SBDC, Beehive, ETI) and companies.

Required Qualifications

Education: Educational background equivalent to a high school degree/CED with specialized courses in bookkeeping and all standard office technologies is required.

Experience: Three years of general secretarial experience; proficiency in using personal computers and application software, such as Microsoft Excel, Word, PowerPoint and Outlook is required.

Skills: Must possess excellent verbal, written, proofreading, and organizational skills; the ability to craft correspondence and reports independently with minimal supervision; the ability to read and comprehend work orders, written instructions and procedure manuals; the ability to record accurate meeting minutes and disseminate information to stakeholders; the ability to multitask and prioritize responsibilities, ability to ask direction if a course of action is unclear; and the ability to research and compile data. This position is extremely self-directed. The assumption is the incumbent will thrive in an environment where they are largely autonomous and proactive.

University Mission: Must be able to support and promote the University's Mission.

Preferred Qualifications

An Associate's degree is preferred with prior experience in higher education settings.

Physical Demands

Must be able to meet the physical demands associated with a busy office and university environment. Work is performed in a busy office setting.

Exempt Status Non-Exempt Position Classification Support Office Position Type Staff Employment Status Full-Time Position Length 12M Hours per Week 37.5 Work Schedule 8:00AM-4:30PM, Monday through Friday Shift 1st

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