Secretary

Perform secretarial and administrative tasks for the Department of Occupational Therapy (OT); provide support as needed for the OT Department Chair, full-time faculty, adjunct faculty and students. Create and maintain annual fiscal budget sheet and provide monthly reports to the Dean's Office. Purchase supplies and material, prepare contracts for adjunct faculty, GA's, and outside contractors. Provide support for school and department special events. Respond to program inquiries from prospective students and their families.

Duties and Responsibilities:

1. Responsible for creating department budget sheet and maintaining it on an ongoing basis. Use department credit card to purchase instructional and lab supplies, as well as materials to support the Department Chair's research grant. Track all spending including purchases and payments for adjuncts, outside contractors, annual memberships, software licenses and catering. Consolidate credit card transaction allocation report and receipts and submit them to the Dean's Office each month. (Approximately 25% of effort)
2. Prepare contracts and other required paperwork including parking requests, for adjuncts, GA's, guest lecturers and other outside vendors. Update classroom swipe access and guest parking voucher tracking sheets and submit to the Dean's Office. Communicate with adjuncts and lecturers to maintain accurate and current information. Address questions and concerns. (Approximately 25% of effort)
3. Provide support for incoming and current cohorts consisting of 150+ students, and alumni. Establish communication with incoming students provide requirements and timelines, handle questions and concerns. Distribute course information to all students including schedules, registration information and booklists. Work with Assistant Dean, Registrar, Financial Aid and other departments as necessary to resolve registration information and issues. Provide support including travel reimbursement, printing, scheduling, preparing deposits for Student OT Association (SOTA) as needed. Respond to requests from alumni including completion of verification paperwork for licenses, etc. (Approximately 20% of effort)
4. Provide support for OT program, Department Chair and faculty. Respond to questions from prospective students and parents. Prepare T&E forms, photocopy/scan/print, order books and supplies. Request classrooms and meeting rooms. Prepare schedule sheet for Registrar each semester and provide schedule updates to all faculty. Run student PIN report and provide to advisers. Assist with admissions by verifying prerequisites on OTCAS applications. Handle administrative questions and issues, communicate with other departments and vendors as needed. (Approximately 20% of effort)
5. Provide coordination and support as needed for school and department events including OT pinning ceremony, new student orientations, ACOTE exam prep course and OT advisory meetings. Includes scheduling rooms, purchasing and preparing materials, filling out event forms, requesting parking, ordering food. Assist with school commencement preparation and activities. (Approximately 10% of effort)

Required Qualifications:

1. Minimum of Associate's degree or vocational or trade school degree
2. Proficient use of computers
3. Efficient use of Microsoft Office suite and general software packages to complete job tasks
4. Effective interpersonal and communication skills through verbal and written means
5. Ability to work with discretion for handling records and documents that may contain sensitive information

Desired Qualifications:

1. Minimum of 3-5 years of relevant experience
2. Bachelor's degree

Salary Grade:

Staff Union (Local 153) - SU18.0

Exempt/Nonexempt: Nonexempt

Physical Demands: General Office Environment

Special Instructions to Applicants:

Applicants should include the names and contact information for three professional references

Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.

Advertised: 14 May 2024 Eastern Daylight Time
Applications close:

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