Secretary, School of Sciences

2 weeks ago

Erie, United States Gannon University Full time

Position Title Secretary, School of Sciences Posting Number AS806P Subdivision Dean's Office; MCHPS Division Col.Health Professions & Sci. Department Col.Health Professions & Sci. Location Erie, Pa Position Summary

This position will work with a dynamic team of staff, faculty, and administrators to provide secretarial and administrative support for the School of Sciences. Must be able to support and promote the University's Mission.

ESSENTIAL FUNCTIONS:

1. Facilitates necessary and accurate communication to and among university offices to support seamless operations and service to students, employees, and guests; assists academic units with inquiries from current and prospective students.

2. Prioritizes task initation and completion consistent with needs of the university and academic units, considering criticality and complexity of the task.

3. Maintains basic knowledge and understanding of School of Science programs, personnel, and procedures to provide accurate information upon request to internal and external stakeholders (e.g., direct students to the form needed to add or drop a course).

4. Screens and distributes incoming correspondence and prepares materials for mailing. Maintains email distribution lists for each department or program to assist with dissemination of information as requested by department chairs and program directors (e.g., employment and internship opportunities).

5. Compiles information and assists with preparation of academic unit reviews and internal departmental or program surveys and reports as requested, and creates reports to support program approval or accreditation, as needed; compiles and submits course syllabuses and scholarship summaries to Dean's Office each semester.

6. Maintains departmental digital records and filing systems; assists with maintaining financial records for operating and equipment expenses; orders and maintains office supplies; assists with other supplies ordering as needed; assists with the management of annual contracts including equipment service, safety and cleanup, and cadavers.

7. Schedules meetings; arranges and participates in conferences and meetings as requested; secures travel arrangements as needed (e.g., search candidates and guest speakers).

8. Assists with departmental and program recruitment activities (e.g., organizing faculty volunteers for admissions and orientation events, assisting with communication requests to prospective or accepted students).

9. Assists with event planning and coordination, including registration of participants, reserving of facilities, and arranging for food services to be available, as appropriate.

10. Aids in the recruitment and hiring of student workers, as needed.

11. Provides secretarial support using Microsoft Office software applications, including, but not limited to, Excel, Outlook, Word, Teams, and University services software.

12. Serves as key operator for Managed Printing copiers/printers within the School of Sciences.

13. Performs other duties as assigned within the scope, responsibility, and requirements of the job.

Required Qualifications

QUALIFICATIONS:

Education: Educational background equivalent to a high school degree/GED with specialized courses in word processing and office procedures.

Experience: Three years of general secretarial experience with a working knowledge of Microsoft Office products and office equipment (e.g., phone, computer, and copier equipment). Experience working in a college or university environment is preferred.

Skills: Must possess excellent verbal, written, proofreading and organizational skills; the ability to read and comprehend work orders, written instructions, and procedure manuals; the ability to transcribe correspondence and enter data with accuracy; the ability to perform basic mathematical calculations; the ability to multitask and prioritize responsibilities, seeking direction regarding courses of action; and the ability to research and compile data.

Preferred Qualifications Physical Demands

PHYSICAL REQUIREMENTS:

Must be able to meet the physical demands associated with a busy office and University environment.

Exempt Status Non-Exempt Position Classification Support Service Position Type Staff Employment Status Full-Time Position Length 12M Hours per Week 37.5 Work Schedule Monday-Friday; 7.5 hours per day Shift 1st

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