Academic Secretary

Northern Kentucky University; Highland Heights (KY); Hybrid; USD 35,000 - 52,000; Full time

Job summary

Northern Kentucky University is seeking an Academic Secretary to maintain the Upward Bound Program's electronic and paper records, reconcile monthly program accounts, and publish newsletters, brochures, and grant materials. This role serves as the receptionist, handles program communications, and updates social media weekly to support daily operations.

Responsibilities include initiating personnel hire paperwork, managing purchases with Workday, keeping a robust filing system, assisting with

Qualifications

• High School Diploma or GED required; some college to a college degree 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.
• 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.
• Check and respond to emails about program updates.
• Maintain calendars for staff members and help with initiation of activities for the program.
• Occasionally make reservations on and off campus.
• Create infographics for the Program for social media posts and publications.

Skills

Record keeping

Data entry

Microsoft Office

Customer service

Education

High School Diploma or GED

College coursework preferred

Tools

Workday

Job description

Position Title:

Academic Secretary

Position Type:

Regular

About the Role:

The academic secretary maintains the electronic database and paper records for the Upward Bound Program. They keep accurate books of program accounts and reconcile the program's purchasing each month. They publish newsletters, brochures, and grant materials. They complete forms, memoranda, and requests to sustain daily operations of the program. They serve as a receptionist to visitors. Check and update social media weekly.

Description of Duties:

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.

Requirements:

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

Why Work at Northern Kentucky University:

At NKU, our work revolves around three things: opening doors, helping people finish what they start, and connecting learning to real life. Those pillars - Access, Completion, and Career - Community Engagement - arent just strategic-plan wallpaper. They shape how we hire, how we serve students, and how we show up for the region. If you want your work to matter - NKU is a place where you can see your impact every day.

About NKU

Northern Kentucky University is a public, student-centered institution located just minutes from downtown Cincinnati. Our vision is clear: to be nationally recognized as a student-ready, regionally-engaged university that empowers diverse learners for economic and social mobility. We focus on opening doors, supporting students through graduation, and connecting learning to real opportunity in our region. NKU offers the reach of a comprehensive university with the feel of a close, collaborative campus.