Secretary, Creative Arts and Media

Essential Functions:

SUPPORTS CURRICULUM AND PROGRAM DELIVERY

1. Maintains book list for each semester (Toledo and Findlay) and coordinates with eCampus and orders examination copies for the faculty.

2. Supports student learning assessment efforts through material collection.

3. Collects and maintains syllabus, course outline, grades, and jury files.

4. Monitors lab and student personnel and processes time sheets. (only process payroll, coordinators monitor their lab and student personnel)

SUPPORTS THE DIVISION ADMINISTRATION

1. Schedules appointments for department chair.

2. Completes forms for department administrators.

3. Makes travel arrangements for department personnel.

4. Prepares ERs at the direction of the department chair.

5. Keeps records of P-Card transactions.

6. Maintain faculty and lab schedules (including practice rooms).

SUPPORTS FACULTY AND STAFF

1. Maintains files for adjunct faculty.

2. Assists in maintaining the departmental Blackboard and web site.

3. Schedules department meetings, secures room location, and prepares necessary materials for the meeting at the direction of the chair.

4. Takes minutes at department meetings and advisory board meetings, maintains meeting records, and distributes minutes in accordance with College procedures.

5. Schedules performance space for student juries and recitals, and faculty use.

6. Assist with office equipment, forms, Help Desk, and Maintenance issues.

OFFICE ADMINISTRATION

1. Serves as departmental receptionist including: answering phones, taking messages and greeting visitors and sort/distribute mail (including the CFPA and Gallery).

2. Prepares all departmental correspondence as requested by administration. This includes confidential memos, letters, minutes, and Board Reports.

3. Prepares purchase orders and maintains computerized data base for purchase orders.

4. Monitors and maintains supplies. Orders needed supplies regularly.

5. Oversight of student workers.

6. Class cancellations through online system (at the direction of the department chair Toledo and Findlay)

7. Prepares, maintains, and distributes staff lists consistent with College procedures.

8. Schedule/coordinate maintenance of equipment (piano tuning, copier, costume shop, etc.)

9. Supporting marketing materials for CFPA and Gallery.

10. Schedules PA 203 conference room.

Knowledge, Skills, and Abilities:

This position requires knowledge of office administration. The individual must be knowledgeable of the functions necessary for efficient office operation and must provide high quality office support. The secretary must have a demonstrated knowledge of and integration of appropriate practices of office support. This position requires the individual to have strong skills in the following:

1. Written and Oral Communication

2. Problem-solving and critical thinking

3. Organization

4. Customer Service

5. Computer use, including proficiency with MS Office Suite, Blackboard, Banner, Owens email, and other required programs.
This position requires the individual to have the ability to:

1. Work with a diverse group of students

2. Understand the needs of community college faculty and administration

3. Understand the needs of community college students.

4. Run a department office, including preparing, organizing, and maintaining materials; overseeing student workers; and assisting students, faculty, and staff

5. Plan, organize, implement and evaluate tasks

6. Follow instructions and meet deadlines.

7. Work under pressure

8. Keep confidential information private
This position requires the following other characteristics:

1. Embodiment of the Owens Core Values: Service, Learning, Innovation, Collaboration, and Excellence

2. Enthusiasm for office administration

3. Excellent interpersonal skills.

4. Strong organizational skills.

5. Patience and flexibility

Minimum Education/Experience:

1. Associate degree or two-year technical certificate

2. Two years of experience in office administration, including customer service in an arts related business or industry.