Secretary, School of Engineering

Provides secretarial and administrative assistance to the Program Chairs of the School of Engineering located in Binns-Menill Hall and the Hall of Glass Science as well as to other faculty and adjuncts in the programs. (At the present time there are 10 faculties, 3 of whom are Program Chairs that the secretary does work for.) Provide coverage for Dean's office when Dean's secretary is out-of-the­ office. This position has been evaluated for compliance with the Fair Labor Standards Act and is subject to premium pay for all hours worked in excess of 40 in a payroll week.
This position/title is covered by the CSEA, Local 749 union contract. The successful candidate will be a member of the CSEA, Local 749 bargaining unit.

Salary:  $15.25-$17.00 per hour, 35 hours per week, Union Grade 2

Responsibilities: General secretarial and clerical responsibilities: Primary reception for School of Engineering Dean's Office: Answer phone and assist callers. Greet and assist visitors (students, faculty, external contacts). Schedule appointmentsAssist with maintenance, of dean's office suite, mail room, and conference rooms: Maintain neat and professional environment; distribute mail, order and maintain office supplies; organize and maintain files; maintain office equipment and arrange for service calls; and related activitiesProvide clerical services to faculty, staff, and students: prepare Word and Excel documents; upload documents on Blackboard, prepare and e-mail announcements; photocopy, fax, and assemble documents; assist with mailing; prepare purchase orders and orders supplies on-line; schedule services and reserve rooms; deliver and retrieve time-sensitive documents; and related activitiesSupervise student workers assisting with clerical dutiesHandle sensitive and confidential materials: personnel and student files, exams and materials, course evaluations Assist with course scheduling and collection/maintenance of course and curriculum documents for undergraduate and graduate programs: ​​​​​​​ Work with Dean, assistant dean, chairs, faculty, and registrar's office to schedule academic courses. Develop knowledge of curriculum, room capacities, and teaching facilities. Vet complaints and resolve conflicts related to schedulingFacilitate distance-learning courses. Schedule video assistantsCoordinate lab manual/class handout duplicationMaintain central course files in paper and electronic filesAssist with collection and compilation of assessment data. Persistently retrieve data from facultyAssist with preparation and assembly of accreditation self-study reports Provide support and oversee routine activities related to the graduate program: ​​​​​​​ Maintain calendar of recurring graduate program activities and communicate events to appropriate audiences: faculty, students, web specialists, etcCollaborate with admissions office and facilitate correspondence with prospective graduate students, arrange for visits, distribute promotion materials, etcWork closely with office of sponsored program to prepare bi-weekly graduate payroll reports and enter tuition charges and account information on BannerPrepare correspondence related to graduate programs, including recruiting materials, contract letters, academic standard letters, communication with registrarAssist with scheduling of thesis defenses and qualifying exams Assist with meetings and events: ​​​​​​​ Assist dean, assistant dean, program chairs, and faculty with meetings and eventsTranscribe and distribute meeting minutesArrange refreshments, oversee catering services, etc Safety: ​​​​​​​ Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environmentSafety: Participate in safety training and comply with safety rules, regulations, and protocolsPerform additional duties and assist with special projects as assigned Requirements: Formal Education: High School Diploma Experience: At least three years of full-time secretarial experience Additional Knowledge/Skills: Full knowledge of standard office procedures Word processing General computer literacy Familiar with academic procedures and administrative routines in higher education Excellent interpersonal skills Must be well organized Customer service oriented Essential Functions: With or without reasonable accommodations the incumbent must be able to read and write and speak the English language at a college level Be capable of performing sometimes complex mathematical calculations, statistical calculations and other higher mathematical operations Must be able to communicate with all levels of the institution in written and spoken form The individual must be able to work independently The ability to maintain regular and prompt attendance is essential to the successful performance of this position Other essential functions may he required Physical Environment: Personal Protective Equipment must be worn when required A respiratory function test and the ability to use respirators may be required Stairs and uneven surfaces may be present; Artificial lifts, etc. may or may not be available The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus The Campus is located in an area that contains numerous hills and slopes and may not always be fully accessible for mobility impaired individuals ​​​​​​​

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