What are the responsibilities and job description for the Department Secretary - 9 month position at Millersville University of Pennsylvania?
Position Information
Requisition Number
P01152
Position Type
Staff
Department
Art and Design
Working Title
Department Secretary - 9 month
Classification
Clerical Assistant 2 - 00102
Position Summary Information
Nature of position
Permanent, Full-time
If Temporary, Start Date
If Temporary, End Date
If part-time, hours per week
If part-time, percent time
Days Worked
Monday-Friday
Hours/Shift worked
8:00 a.m. – 4:30 p.m.
Union
AFSCME
Posting Detail Information
Job Summary/Basic Function
This Department Secretary will be an integral part of the Department’s ability to maintain accreditation by the National Association of Schools of Art and Design (NASAD), National Council on the Accreditation of Teacher Education (NCATE), and the Pennsylvania State Education Administration (PSEA) as well as to meet the obligations of the Collective Bargaining Agreement (CBA).
The position will answer telephone calls coming into the Department Office and for the Art Department Chair and provide information to callers or direct them to the appropriate faculty member or Chairperson.
Located in Lancaster County, Pennsylvania, Millersville University of Pennsylvania is one of the 10 public universities of Pennsylvania’s State System of Higher Education. Our pillars of distinction include exceptionally strong student-faculty relationships, numerous programs of distinction, a beautiful campus and vibrant location, and successful job placement for our students. Our students’ success, both inside and outside of the classroom, is our highest priority, and we provide numerous opportunities to facilitate their academic, personal, and social growth and development. Almost 70 baccalaureate programs are available for our 6,000 students to find their path. Approximately one thousand graduate students enroll in 21 master’s and three doctoral programs. Our faculty are highly respected in their fields and dedicated to the success of students in the classroom, research labs, and in campus life. Over 66,000 alumni live in all 50 states and in 72 countries around the world. We seek individuals who embrace and value our EPPIIC values of exploration, public mission, professionalism, inclusion, integrity, and compassion.
Annual Salary: $27,075.00 ($18.05/hr.) plus comprehensive benefits:
Located in Lancaster County, Pennsylvania, Millersville University of Pennsylvania is one of the 10 public universities of Pennsylvania’s State System of Higher Education. Our pillars of distinction include exceptionally strong student-faculty relationships, numerous programs of distinction, a beautiful campus and vibrant location, and successful job placement for our students. Our students’ success, both inside and outside of the classroom, is our highest priority, and we provide numerous opportunities to facilitate their academic, personal, and social growth and development. Almost 70 baccalaureate programs are available for our 6,000 students to find their path. Approximately one thousand graduate students enroll in 21 master’s and three doctoral programs. Our faculty are highly respected in their fields and dedicated to the success of students in the classroom, research labs, and in campus life. Over 66,000 alumni live in all 50 states and in 72 countries around the world. We seek individuals who embrace and value our EPPIIC values of exploration, public mission, professionalism, inclusion, integrity, and compassion.
Annual Salary: $27,075.00 ($18.05/hr.) plus comprehensive benefits:
- Health insurance
- Dental insurance
- Vision insurance
- Group life insurance
- Retirement – 2 plans to choose from
- Tuition waiver
- Vacation leave
- Sick leave
- Holiday leave
The State System Employee Benefits Summary can be found at https://www.passhe.edu/inside/HR/syshr/Benefit_Summaries/PEBTF_Summary.pdf
At Millersville University we are committed to fostering a learning and working environment that promotes the intersectionality of diversity to foster a climate of inclusion. Employing our EPPIIC values and the principles of Inclusive Excellence, we hold that an inclusive community is a core value that is an essential part of the foundation for our learning and working environment. Millersville University is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity or gender expression. Individuals from traditionally underrepresented populations are encouraged to apply.
Duties and Responsibilities
General Office Duties:
- Manage the Art Department’s budget to ensure that studios and laboratories do not exceed their yearly allocations.
- Work with the Department Chair in preparations of the NASAD Heads Report due each year.
- Assist Department Chair and NASAD Committee with preparation of accreditation materials.
- Type a wide variety of documents including course syllabi, instructional materials, exams, letters, memoranda, reports, articles, conference presentations, tables, graphics, and forms.
- Answer telephone calls to include the following:
- answer questions presented by caller.
- take messages, and routes calls to appropriate personnel.
- retrieve messages from the voice mail system.
- Sort mail for the entire department. This includes opening and sorting the Department Chair’s mail.
- Scan, copy, and/or print materials on the networked photocopier. This may include collating and stapling copies as needed.
- Greet visitors and students, answers questions, and directs visitors and students to appropriate personnel.
- Responsible as the key liaison for keeping the building functioning well and for notifying the appropriate people when there are safety issues or other problems.
- Submit work orders for repairs when necessary.
- Order door keys for full-time and adjunct faculty as necessary.
- Take meeting notes at department meetings.
Banner
- Add schedule changes in Banner
- Process overrides in Banner during registration
- Manage waitlists in Banner
- Assign student advisors in Banner
Budget Responsibilities:
- Reconcile internal Excel spreadsheets with the Hyperion budget reports in the SAP/BCS finance system.
- Prepare and enter budget transfer requests.
- Maintainan Excel spreadsheet of orders placed using the Departments several credit cards.
- Process order requests using the Department’s purchasing card and follows up as necessary to ensure timely delivery of materials ordered.
- Reconcile monthly purchase card statements and notifies Accounting of which budgets to charge.
- Send invoices to the dept. chair for signatures. Prepare and enter purchase requisitions into the SAP online purchasing system.
- Track progress of requisition through the SAP purchasing system.
- Maintain a file of processed orders and verifies receipt of goods and payment of invoices.
- Prepare and enter honoraria requisitions into the SAP online purchasing system.
- Prepare direct payment forms and petty cash requests.
- Handle purchasing for the department using SourcePoint.
Student Worker and Other Student Related Responsibilities:
- Supervise student workers.
- Responsible for processing and following up on the hiring and payroll paperwork related to student workers in the office, in Eckert Gallery, as well as student workers and models who assist in the various studios.
- Keep apprised and informed on all department policies, curriculum requirements, and schedules so that students’ questions can be answered
- Provide information to the faculty on DARS and curriculum requirements for their advisees.
- Update the department website with Cascade
- All other duties as assigned.
Required Qualifications
- Six months as a Clerical Assistant 1 OR graduation from high school OR any equivalent combination of experience and training.
- Experience performing moderately complex clerical activities with considerable independence.
- Knowledge of office procedures, policies, forms, and various office filing systems.
- Demonstrated ability to:
- solve problems.
- handle multiple, complex tasks with accuracy and attention to detail.
- maintain a professional demeanor in fast-paced work environment.
- maintain confidentiality.
- work independently.
- learn academic and office policies.
- change priorities with little/no notice.
- oversee student workers.
- take meeting notes
- proofread information for conformance with prescribed standards.
- Excellent customer service skills.
- Excellent oral, written, and interpersonal communication skills.
- Flexibility, willingness, and ability to pursue and adopt new ideas, information, and technology, and process and summarize information.
- Ability to work with faculty, staff, and students of diverse cultures, racial and ethnic groups, and socioeconomic status.
- Proficiency in standard office technology, including Microsoft Office, Teams, and Zoom.
- Demonstrated support for diversity, equity, and inclusion.
- Successful interview (including Word and Excel tests).
- Successful completion of three background checks.
Preferred Qualifications
- 2 Years of work experience in clerical/secretarial position(s).
- Prior professional work experience in an academic setting.
- Prior experience using specific systems (Banner, SAP, D2L Brightspace).
Essential Functions
No or very limited physical effort required.
No or very limited exposure to physical risks.
Extensive writing skills (prepare and organize complex documents).
Extensive verbal communication skills (provide information and assistance regularly).
Basic math skills.
Most work done at a desk, utilizing a computer and phone.
Work is normally performed in a typical interior/office work environment.
Work is normally performed in a typical interior/office work environment.
Understanding of written and verbal directions.
Ability to sit for long lengths of time.
Must be able to lift/pull/push up to 10 pounds.
Dexterity of hands and fingers to operate a computer keyboard and mouse.
Posting Open Date
01/29/2025
Posting Close Date
02/12/2025
Special Instructions to Applicants
- This position is represented by a labor union and is subject to the terms and conditions of the AFSCME Collective Bargaining Agreement.
Salary : $27,075
