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Department Chair Secretary

4 months ago

Queens, United States St. John's University Full time

St. John’s, established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world.

**Department**:
St. John’s College - Mathematics & Computer Science

**Specific Job Title**:
Department Chair Secretary

**Reports to**:
Department Chair

**Campus**:
Queens

**Job Summary**:
Reporting to the Department Chair, this position assists in the day-to-day operations of the Department of Mathematics and Computer Science. The Department Chair secretary is the first contact with students, faculty, and other staff and administrators requiring assistance. This position fulfills a critical need in managing the departmental office and serving the students, full-time, and part-time faculty.

**Essential Functions**:

- Support the Department Chair, Assistant Department Chair, & Program Directors relating to departmental activities.
- Contribute to the effectiveness of student services by elevating relevant problems, issues, and concerns to the Department Chair, an appropriate faculty member, or the university office for resolution.
- Maintain and organize department files and records on the Shared drive.
- Monitor the approved annual budget, process payments, maintain detailed expense records and advise the Chair of departmental financial standing.
- Process payments though the university check requisition system, place supply orders with Staples, and prepare other types of purchases through the purchase order system.
- Maintain an adequate supply of office supplies to support the office and departmental teaching needs.
- Order books from book reps for Faculty and communicate with the Campus Bookstore each semester.
- Prepare the new and returning adjunct contracts each semester.
- Assist the new adjuncts being hired in preparation of HR required paperwork and the Department Chair with preparation of new full-time faculty hire paperwork.
- Maintain monthly calendar for the Chair and all faculty members, including sending out important reminders.
- Keep the Department abreast of any new procedures, changes, or requests.
- Provide support related to orientation, registration and commencement activities if needed.
- Support the department faculty related to administrative activities including classroom issues and technology.
- Work with Conference Services to reserve rooms for special events and guest lectures.
- Update the departmental syllabi database in Canvas.
- Collect the day-by-days from Course Coordinators each semester and distribute them to the appropriate faculty teaching those courses.
- Assist the Chair with entering and updating semester course information in Course Dog by deadlines established by Deans Office and Registrar.
- Maintain the departmental Teaching Schedule regarding faculty assignments each semester through identifying faculty assignments, research leaves, overloads, and course reductions.
- Process changes timely on the Teaching Schedule and notify the Dean’s Office regarding changes as faculty assignments and course cancellations are provided.
- Assist faculty with notifying students of cancellations in case of emergency.
- Place incoming mail into faculty mailboxes.
- Work with other colleagues throughout the college and other appropriate university offices regarding departmental matters.
- Oversee the hiring and time management of departmental student workers.
- Perform additional responsibilities as assigned.

**Competencies**:

- Must possess excellent interpersonal, verbal, and written communication skills.
- Demonstrate ability to create and promote a welcoming, collaborative team-based environment.
- Be self-motivated and can work independently.
- Handle confidential information in a discreet manner.
- Demonstrate ability to maintain and organize electronic files and records.
- Work well independently yet seek support when appropriate.
- De