Academic Secretary

Northern Kentucky University; Cold Spring (KY); On-site; USD 32,000 - 44,000; Full time

Job summary

Northern Kentucky University is seeking an Academic Secretary to maintain electronic and paper records for the Upward Bound Program and manage program accounts. The role includes publishing newsletters, assisting with budgeting and federal reporting, handling receptionist duties, and coordinating calendar activities.

The ideal candidate will have a High School Diploma/GED with some college preferred, and about two years of related experience.

Qualifications

• High School Diploma/GED is required; some college to a college degree is preferred.
• Two years of related work or experience is preferred.

Responsibilities

• Initiate paperwork for ensuring personnel hires, purchasing supplies and equipment, travel authorizations. Use Workday for these processes.
• Reconcile the program's purchases and record-keeping (stipends, credit cards, etc).
• Update the program's database and improve the program's documents.
• Use of computer and knowledge of Microsoft Software for program essentials.
• Maintain filing system in hard copy and electronic forms.
• Assist Program Director in preparation for budget and federal annual reporting processes. Assist with auditing processes and tracking alumni.
• Checking and responding to emails about program.
• Update calendars for staff members and help with the initiation of activities for the program. Occassionally making reservations on and off campus.
• Maintain office supplies and inventory.
• Open and Distribute Mail.
• Create infographics for the Program for social media posts and publications

Education

High School Diploma/GED

Some college to college degree

Job description

Position Title:

Academic Secretary

Position Type:

Regular

About the Role:

The academic secretary maintains the electronic database and paperrecords for the Upward Bound Program. They keep accurate books ofprogram accounts and reconcile the program’s purchasing each month.They publish newsletters, brochures, and grant materials. Theycomplete forms, memoranda, and requests to sustain daily operationsof the program. They serve as a receptionist to visitors. Check andupdate social media weekly.

Description of Duties:

• Initiate paperwork for ensuring personnel hires, purchasingsupplies and equipment, travel authorizations. Use Workday forthese processes.
• Reconcile the program's purchases and record-keeping (stipends,credit cards, etc).
• Update the program's database and improve the program'sdocuments.
• Use of computer and knowledge of Microsoft Software for programessentials
• Maintain filing system in hard copy and electronic forms
• Assist Program Director in preparation for budget and federalannual reporting processes. Assist with auditing processes andtracking alumni.
• Checking and responding to emails about program
• Update calendars for staff members and help with the initiationof activities for the program. Occassionally making reservations onand off campus.
• Maintain office supplies and inventory
• Open and Distribute Mail
• Create infographics for the Program for social media posts andpublications

Requirements:

• High School Diploma/GED is required but some college to acollege degree is preferred.
• Two years of related work or experience ispreferred