Faculty Secretary (STF2172)

Hutchinson Community College; Hutchinson (KS); On-site; USD 21,000 - 30,000; Full time

Job summary

Hutchinson Community College seeks an organized administrative support specialist to assist department chairs and faculty with daily operations, scheduling, data entry, and materials preparation across programs on campus.

Ideal candidates will have a high school diploma or an AS/AA tech degree and strong MS Office skills, with excellent communication and the ability to work independently while maintaining confidentiality in a busy college environment.

Qualifications

• High school diploma or equivalent required.
• MS Office experience (Word, Excel, Access, PowerPoint) required.
• Ability to establish and maintain effective work relationships.
• Ability to work independently and efficiently with attention to detail.

Responsibilities

• Provide administrative support for day-to-day department operations (mail, phones, scheduling, data entry).
• Prepare class materials, travel arrangements, and distribute materials and updates across campus areas.
• Offer friendly customer service to chairs, faculty, students, staff, guests, vendors, and visitors.
• Plan and fulfill meeting/event needs, including room reservations and agendas.
• Record meeting minutes and keep stakeholders informed.
• Manage office supplies and purchase orders; track expenses and invoices.

Skills

Typing

Communication

Data entry

Education

High school diploma or equivalent

AAS Degree in Business Administrative Technologies

Tools

MS Office

Job description

RESPONSIBILITIES

Essential Functions –

• Provide administrative support regarding day-to-day operations of office for department chairs and faculty (e.g., mail, phone answering/transfer, scheduling appointments, word processing, scans/faxing, directing inquiries, data entry, copying, maintaining electronic files such as inventory tracking of existing, newly purchased and surplus equipment, travel arrangements including airline and hotel reservations, cars, and vans, etc.), preparing class materials including printing, preparing class packets, processing scantron sheets and request marketing material updates through the appropriate campus areas (i.e., tri-fold brochures, posters, banners, web) for the department.
• Provide a friendly customer service-oriented atmosphere and support for department chairs, faculty, students, staff, guests, vendors, stakeholders and/or any visitors to HutchCC.
• Communicate professionally and accurately and serve as a knowledge-resource for HutchCC information, directing to the correct resource or staff member.
• Plan and fulfill meeting/event needs, including enrollment activities, coordinating room reservations when appropriate.
• Attend meetings as assigned, recording minutes as required; notify appropriate persons of meetings, distribute agendas, prepare/distribute minutes.
• Manage office supplies inventory and ordering.
• Prepare and follow-up on purchase orders, receipts, forms, and documentation of expenses, including timely payments of invoices.
• Coordinate schedules and assist with supervision of possible student workers and/or dept. staff; delegate responsibilities as appropriate.
• Provide administrative support to the State SkillsUSA Director as approved by Department II Chairs.
• Flexibility in working occasionally in the evenings (i.e., beginning of semesters).
• Arrive on time for work, attend work regularly, and successfully perform the responsibilities of the position.
• With prior approval of the department chair, serve actively on campus committees
• Comply with HutchCC policies, procedures, and practices.

Secondary –

• Provide administrative support in multiple programs and buildings, including: Shears Technology Center, Ag Diesel/CDL at South Campus, Cosmetology, Building 12, Aide-Wifco, Hutchinson Correctional Facility or others.
• Perform other responsibilities as assigned by Department II Chairs.

QUALIFICATIONS (Essential)

• High school diploma or equivalent required; AAS Degree in Business Administrative Technologies preferred.
• General clerical keyboarding skills and MS Office experience: Word, Excel, Access, and PowerPoint required.
• Ability to establish and maintain effective work relationships.
• Ability to work independently and efficiently, with attention to details; accurately follow written and verbal instructions while maintaining confidentiality and professionalism.

• Physical requirements: Excellent verbal, written and listening skills; Must have the ability to sit for extended periods of time; the ability to perform keyboarding, enter data into a computer, operate office equipment, exhibit manual dexterity to dial a telephone and answer telephones, and operate other office equipment, to; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; use appropriate judgment and apply tact and courtesy in difficult situations; attentive to detail, accurately follow written and verbal instructions, work independently; the ability to understand words and respond effectively and appropriately; Medium/Indoor work environment with a substantial amount of keyboarding required; transport books and supplies to sites of classes; ability to lift 50 pounds.
• Mental requirements include the ability to learn and comprehend basic instructions about the position.
• Physical and mental qualifications must be performed with or without a reasonable accommodation.
• The qualifications listed are guidelines for selection purposes; alternative qualifications may be substituted if sufficient to perform the duties.

WAGE and STATUS

The hourly rate of pay is commensurate with qualifications as determined by the HutchCC administration. This full-time clerical support staff position is 12 months annual, 40 hours per week, benefit eligible, at-will, and non-exempt.

HUTCHINSON COMMUNITY COLLEGE IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER

To view the HutchCC Non-Discrimination Notice, please visit www.hutchcc.edu

HutchCC reserves the right to revise job responsibilities as the need occurs. This position announcement does not constitute a written or implied contract of employment; rather, it is a clarification of the responsibilities of the position. This job description may be changed at any time by the HutchCC administration.