Departmental Secretary II, Comparative American Studies, Classics and Philosophy

Job Summary

The Dean of the College of Arts and Sciences at Oberlin College, invites applications for the position of Departmental Secretary. This is a full-time, 37.5 hours per week, 10-month continuing, Departmental Secretary position supporting the Comparative American Studies, Classics, and Philosophy departments. The Departmental Secretary will report to the Chief Business Officer but works closely with the department chairs.

Responsibilities

The incumbent will be responsible for and manage all administrative support functions for the Comparative American Studies, Classics, and Philosophy departments; provide continuity of policies and practices; and provide administrative assistance and support for the faculty and students in those departments. On ocassion, this position will support other departments in the King building.

Essential Job Functions

The incumbent will provide general secretarial assistance and administrative support services to faculty and staff, in addition to performing the following, but not limited to the following, specific duties:

• Serve as resource person for people contacting the departments; serve as receptionist, answer telephone and visitor inquiries about the departments from students, department majors, faculty and others.
• Maintain office work areas, equipment, and supplies in coordination with the chair, including kitchenette, departments office, copier and printer, resource library and office supply cabinet.
• Create, organize, and maintain conventional and computer-generated departments files and records, including confidential files on personnel searches, program reviews, majors and minors, enrollments, and mailing lists.
• Provide continuity of departmental policy, procedures, and practices for students, changing departments chairs, and faculty.
• Provide general assistance to faculty in preparing course materials, photocopying, and producing manuals.
• Coordinate departments functions, including campus visits by speakers, outside departments reviewers, honors program reviewers, alumni, instructors of short courses, departments open houses, etc.; make accommodations and arrangements for visitors, organize rooms, audio visual aids, publicity for events, payment processing, meals, and refreshments.
• Participate in preparing and editing catalog copy, schedule and departmental supplements.
• Assist faculty in organizing recruitment, interview, and hiring of faculty and staff.
• Assist with the organization of campus visits, talks, interviews, etc.
• Assist in the production and posting of departmental materials, including but not limited to posters, brochures, bulletin boards, internal and external web information.
• Maintain and regularly update departments' websites.
• Request and maintain building access for faculty and students, ensure building is clean and ready for classes and events, and place work orders as needed.
• Establish and maintain a service-oriented relationship with campus departments and offices.
• Maintain office and departments budget including payment of invoices, reimbursements, supply purchases and related budget assistance. Assist in budget development. Monitor and review accounting expenditures for endowed gift funds.
• Assist in program development and curriculum planning activities
• Manage departments Qualtrics account for student and faculty research surveys
• Assist with planning, publicity, and management of the Martin Lectures, a week-long annual event in Classics that will require a higher than usual level of administrative support.
  
  

Marginal Job Functions

• Perform other related secretarial and administrative duties as needed for faculty in the building.
• Keep up to date with new technology and software systems.
  
  

Required Qualifications

High school diploma; at least 3-5 years recent experience working in an office, preferably in an academic setting; minimum keyboarding speed of 50 wpm (test at time and place of application); strong interpersonal skills and good verbal and written communication skills; thorough knowledge of proper grammar, spelling, punctuation and office methods and procedures with attention to detail; demonstrated ability to plan and organize workflow while maintaining a positive and cooperative working relationship with others and to work well in a busy environment; ability to maintain confidentiality and adapt to changing procedures and communicate them clearly to others; and favorable references.

Desired Qualifications

College degree; experience using college administrative software (Blackboard, Banner, Obiebuy, ChromeRiver,PeopleAdmin); familiarity with Oberlin College and sensitivity in dealing with students, faculty, and other persons whom the departments serves.

Quick Link for Posting https://jobs.oberlin.edu/postings/15946 Compensation

This is a Pay Group 5 Administrative Assistant position with an hourly rate of $24.43, or at the appropriate transfer rate for internal candidates and includes an excellent benefits package.

Special Instructions to Applicants

A completed application will consist of a cover letter, a resume and list of 3 professional references.

Note: Applicants chosen for interview will be contacted to take the following tests in the Human Resources Office: Keyboarding, Basic Word, Basic Excel and Proofreading testing. Candidates must pass all tests in order to be considered for an interview.

This posting is open for all internal and external applicants, however, internal Ocope membership will have preference during the first 10 working days, expiring on Jan. 8, 2025.