Academic Secretary

Csod; Northern (KY); Hybrid; USD 31,000 - 42,000; Full time

Benefits offered by this job

Medical coverage from date of hire

Retirement contributions

Wellness program

Paid leave

Job summary

East Stroudsburg University is seeking an Academic Secretary to serve as the primary contact for students and families, supporting the Nursing & Speech, Language, & Hearing Sciences departments with clerical operations.

The role coordinates with department chairs, manages schedules, handles duties, and assists with events and budgeting. Typical hours are Monday–Friday 8:00 am to 4:30 pm with occasional schedule flexing based on business needs.

Qualifications

• High School diploma or associate degree, or combination of experience and education.
• Minimum of 2+ years in a moderately complex clerical or assistant role.
• Two+ years of hands-on experience with Microsoft Office programs including Teams, Word, Excel, PowerPoint, Outlook, and OneDrive.
• Ability to organize material and develop reports with limited supervision.
• Excellent communication skills for assisting students and parents across multiple platforms.
• Ability to prioritize multiple tasks to meet deadlines and write comprehensive correspondence.

Responsibilities

• Perform clerical functions including answering phones, filing, emails, assisting walk-ins, and routing information to the appropriate manager.
• Process departmental reporting, meeting calendars, and record meeting notes.
• Help distribute assignments to working students and schedule shifts, tracking hours.
• Coordinate and maintain clinical placements and student schedules.
• Assist Clinical faculty and Audiologist with scheduling clients in the Speech and Hearing Center.
• Process documents and provide support for admission, retention, and graduation of ESU students.
• Maintain and organize department and student files, documents, and reports.
• Provide ongoing training for ClinicNote and InPlace platforms.

Skills

Microsoft Teams

Microsoft Word

Excel

PowerPoint

Outlook

OneDrive

Education

High School diploma

Associate degree

Tools

Microsoft Teams

Microsoft Word

Excel

PowerPoint

Outlook

OneDrive

Job description

As the Academic Secretary, you will need to think creatively and be comfortable serving as the first point of contact for the team delivering excellent customer service to students & their families. You will be an active member of the Nursing & Speech, Language, & Hearing Sciences departments and will work closely with the department chairs to coordinate departmental hosted events. You will thrive in this role if you like combining your clerical experience and business background all while completing complex clerical duties to support the day-to-day workflows of the offices. To be successful in this role, you must possess strong pivoting skills, skillfully adapt to a high-volume environment, and have superb task prioritization skills. Your normal hours will be Monday to Friday 8:00 am to 4:30 pm, but you may have to flex your schedule from time to time based on the needs of the business to be a true Academic Secretary. You will be coordinating with both department chairs when you are in office for each department. When our team shows up for work, they are energized and motivated to succeed - all while being the most crucial piece to keeping the ESU operations humming.

What Will I Do At ESU? (AKA Essential Duties)

• Perform clerical functionsincluding but not limited to answering phones, filing, emails, assistingwalk-ins, callers, email accepting, and relaying information to appropriatemanager and/or supervisor as needed.
• Perform and process Departmentalreporting, reporting requests, meeting calendars, recording meeting notes.
• Help distribute assignments toworking students, including scheduling shifts, and reporting hours worked.
• Coordinate and maintain clinicalplacements and schedule of students.
• Assist Clinical faculty andClinical Audiologist with scheduling clients in the Speech and Hearing Center.
• Process documents and performsupport duties for the admission, retention, and graduation of ESU students.
• Maintain, organize, and purchasesupplies and equipment through approved vendors.
• Assisting Departments Chairs inmaintaining and allocating Departmental budgets.
• Assist Department Chairs onDepartmental events.
• Maintain and organize Departmentaland student files, documents, and reports.
• Ongoing training for ClinicNoteand InPlace platforms.

What We're Looking For (AKA Qualifications)

• High School diploma, associatedegree or a combination of experience and education.
• Minimum of 2 or more years ofexperience in moderately complex clerical or assistant role, providing supportservices to a department or an equivalent combination of experience andtraining.
• Two or more years of hands-onexperience working with Microsoft Office programs including Teams (chat, calls,channels, etc.), Word (merge, charts, tables), Excel (formulas, pivot tables),PowerPoint (animations, voice over), Outlook, and OneDrive.
• Able to carry out staffassignments requiring the organization of material and development of reportswith limited supervision.
• Excellent communication skills arerequired to adequately assist students and parents across various platforms(i.e., email, face-to-face, phone, Zoom, etc.).
• Able to prioritize and completemultiple tasks to meet deadlines and write comprehensive correspondenceandreports.
• Able to quickly pivot between worktasks when unplanned events occur and need immediate attention, as well asmanage workload for two departments.
• Able to read, write, and comprehend English; able to follow verbal instructions.

What We Offer

• Outstandingbenefitspackage including benefits such as medical from date of hire, retirementcontributions, employee wellness program, and paid leave
• Salary: $36,831 annually
• Livingby the Warrior Code:
  • Accountablefor One's Actions
  • Committedto Self-Growth
  • Willingto Sacrifice for the Greater Good
  • Positive,Honest, and Loyal
  • Respectfulof the Environment and Community
  • Dedicatedto Empowering Others

Employment Eligibility & University Committment

Must be at least 18 years old and be able to read and writeEnglish. Employment with ESU is contingent on the selected candidate passing athorough background check that includes: FBI fingerprinting, PA Child Abuse,and employment. We are proud ESU is an equal opportunity employer. For moreinformation on President Long's 10-point plan, click here:https://www.esu.edu/president/10-action-plan.cfm