Secretary (Part-Time) for Mathematics Programs

Description

Summary:
Secretary provides administrative and secretarial assistance to Mathematics unit, reports directly to the senior secretary, coordinator and/or to the chairperson of the Physics, Chemistry & Mathematics and performs other job-related duties such as secretarial assistance to the professional employees in the unit as assigned.

Examples of Duties

Essential Duties and Responsibilities:

• Interact and work with a diverse group of students, faculty and staff.
• Prepare purchasing and budgeting tasks related to department (unrestricted accounts) and faculty research (restricted accounts) as well as Title III.
• Answer phone calls and inquires and direct students and visitors to the right faculty and university office.
• Complete the online prerequisite override process for student registration.
• Complete bookstore textbook order forms.
• Complete Electronic Personnel Action forms (EPAFs) for faculty and student workers who are paid from unrestricted and restricted accounts including Title III.
• Complete EPAFs for students working on sponsored research for summer program assignments and ensure all required approvals and deliveries are executed on time.
• Complete faculty and student travel requests and requisitions for reimbursement.
• Track and manage office supplies and order additional supplies when requested by faculty.
• Prepare service requests for faculty for tasks performed by Physical Facilities, ITS, college network engineer, and other university offices.
• Assist with tasks including setting-up displays during open house and recruitment events.
• Communicate with the business office to resolve potential discrepancies in restricted and unrestricted accounts.
• Ensure vendors and contractors are paid timely.
• Performs any other duties as assigned.

Typical Qualifications

Minimum Position Requirements (including certifications, licenses, etc.):

• High school diploma or equivalent
• Two (2) years of administrative or clerical experience.

Supplemental Information

Knowledge, Skills and Abilities:

• Considerable knowledge of office management practices and procedures
• Considerable knowledge of business English, spelling and commercial mathematics
• Excellent verbal and written communication skills.
• Ability to compose and prepare accurate reports, records and correspondence
• Ability to prepare and maintain complex clerical files including statistical reports and materials
• Ability to deal effectively with the public in giving and obtaining information, referring callers and arranging appointments
• Ability to take dictation and to operate a word processor at a corrected rate of fifty words per minute