Administrative Secretary

Delaware State University; Dover (DE); On-site; USD 40,000 - 60,000; Full time

Job summary

Delaware State University’s Department of Chemistry seeks an Administrative Secretary to support the Chair and department in daily operations, including records management and clerical duties.

The role includes supervising student workers, processing correspondence, managing data for reports, and coordinating meetings and events within a university setting.

Strong communication, organization, and DSU software proficiency are essential to succeed in this position.

Qualifications

• Education: High school graduate or GED equivalent.
• Experience: At least two years in office management in a college/university or business setting.
• Software: Proficiency with Microsoft Office Suite and related DSU platforms such as Banner, Argos, IRPA, and DocuSign.

Responsibilities

• Oversee office operations and supervise student workers.
• Develop and initiate office forms and procedures.
• Enter and retrieve student data for reports; prepare rough drafts.
• Compose and type correspondence, requisitions, vouchers, and forms.
• Analyze data and perform statistical work as assigned.
• Monitor supplies and reorder as needed.
• Edit and proofread documents; create letters and printed materials.
• Receive mail and answer office calls; route to faculty as appropriate.
• Greet visitors; assist students and direct to the right person.
• Maintain equipment schedules and DSU Banner-related tasks.
• Assist faculty with registrations and schedule adjustments in DSU Banner.
• Maintain departmental files and inventory for records security.

Skills

Office management

Communication skills

Public interaction

Data entry / reporting

Administrative support

Education

High school diploma or GED

Bachelor’s degree in Business/English/Science (preferred)

Tools

Banner

Argos

IRPA

DocuSign

Microsoft Office Suite

Excel

Word

PowerPoint

Blackboard LMS

WebEx

Zoom

Teams

Job description

Under the supervision of the Department of Chemistry Chair, the Administrative Secretary is responsible for secretarial functions for the Chair and Department. Focus includes but is not limited to administrative record keeping in connection with the operation of the unit, exercising original judgment and independent thought.

The following are the functions essential to performing this job:

1. Responsibility over the operation of an office, including supervision of student-workers.
2. Develop and initiate office forms and procedures.
3. Enter and retrieve student data for report generation; Collect data and prepare rough drafts of reports.
4. Compose, prepare, and type correspondence, as well as forms, requisitions, vouchers, and similar documents.
5. Compile and perform database analysis and statistical work as assigned.
6. Monitor Department’s consumable supplies and reorder when necessary.
7. Edit and proofread correspondence and reports. Create letters and other printed materials.
8. Receive and sort incoming departmental mail.
9. Answer office telephone. Provide information and/or route calls to appropriate faculty. Place outgoing calls as needed.
10. Greet visitors and respond to student questions; ascertain nature of business and guide to appropriate person.
11. Operate/ensure maintenance schedule of office equipment and/or duplicating machines, scanners, etc. as needed.
12. Assist faculty with student registrations and schedule adjustments in a timely fashion utilizing the DSU Banner system.
13. Provide support in the maintenance of office files, inventory for the safety and security of Departmental records.
14. Perform related duties as assigned.

Individuals in this job may be assigned one or more of the following tasks on a rotating or as-needed basis:

1. Assist in budget preparation.
2. Distribute departmental authoritative information.
3. Arrange appointments, conferences, and reservations.
4. Assist in the planning and implementation of special departmental and university events.
5. Schedule travel for Chair or other personnel.
6. Maintain expenditure and income accounts for Department.
7. Record minutes as assigned. Type, transcribe and distribute completed documents.

The individual in this job must possess these skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

1. Five years office management experience.
2. Familiarity with DSU software platforms such as Banner, Argos, IRPA, and DocuSign.
3. Computer proficiency in a Windows-based PC environment.
4. Demonstrated experience in the use of word processors/computers, spreadsheets, and computer applications such as Excel, Word, and Power Point, electronic mail system, enterprise system(example: Banner), and course-related software.
5. Familiarity with, or ability to learn, common software packages, including Blackboard LMS.
6. Proficiency with WebEx, Zoom, Teams, and other virtual meeting platforms
7. Demonstrated clerical ability to perform under work-related pressure when deadlines are short, etc.
8. Excellent oral and written communication skills.
9. Ability to interact with public in professional and pleasant manner.

1. Education: High school graduate, or GED equivalent.
2. Successful experience: At least two years of office management experience in a college/university or business setting.
3. Knowledge of common software packages such as Microsoft Office Suite.
4. Other preferences: Bachelor’s Degree in Business, English, or science field.

The criteria for evaluation in this position include, but are not limited to, the following:

1. Demonstrated knowledge of the DSU Fundamentals.
2. Completion and quality of work according to established guidelines and timelines.
3. Reliable attendance and exceptional work results.
4. Effective interaction and working relationships with co-workers and customers.
5. Willingness to learn new tasks deemed essential to the job, including but not limited to tasks described above.