Senior Secretary - part-time, temporary

Kent State University; Kent (OH); On-site; USD 18,000 - 26,000; Full time

Job summary

Kent State University in Kent, OH seeks a Senior Secretary to provide administrative support to the School of Art. The role focuses on calendar and travel coordination, budgeting assistance, and confidential correspondence with stakeholders.

The ideal candidate will have strong organizational skills, proficiency in office software, and the ability to work with various university offices. Typical hours are Monday through Thursday with potential schedule adjustments as needed.

Qualifications

• High school diploma or equivalent plus 18 months training or education in office administration or related area.
• Minimum of 1 year experience providing secretarial services in an office or business setting.

Responsibilities

• Serves as liaison between supervisor and department staff and others; transmits information and supports policy implementation.
• Maintains and monitors department budget; processes financial forms and records expenditures.
• Develops and implements office procedures and coordinates daily workflow; may supervise clerical staff.
• Prepares correspondence and reports from rough draft copies; proofs material for final copy.
• Manages supervisor's appointment and travel schedules; screens visitors and telephone calls; coordinates meetings and travel arrangements.
• Screens supervisor's mail and composes responses to routine requests for information.
• Creates and maintains department files and records for reports and decision making.
• Assists with special projects/events including logistics, materials, and attendees.
• May coordinate personnel actions and maintain records; ensures policies are followed.

Skills

Keyboarding 40 wpm

Interpersonal communication

Written communication

Time management

Education

High school diploma or equivalent

18 months training in office administration

Job description

Job Title:

Senior Secretary

Physical Location:

Kent Campus - Kent, OH

Salary:

$16.12 hourly

Basic Function:

Performs a variety of secretarial, office coordination, and routine administrative tasks in accordance with established policies and procedures. Reports to department head or other designated supervisor.

Additional Basic Function – if applicable:

This position will provide administrative support to the School of Art.

Examples of Duties:

• Serves as liaison between supervisor, other department staff, university personnel, and persons outside the university; transmits information, directives, and decisions on behalf of supervisor; assists in the implementation of policies and procedures as assigned by supervisor.
• Maintains and monitors department budget; completes and processes various financial forms; records expenditures; monitors spending; assists in identifying discrepancies and resolving problems.
• Develops and implements department office procedures and coordinates the daily work flow; may oversee the work of clerical/secretarial staff by training, assigning duties and providing information about changes in departmental and university policies and procedures.
• Prepares correspondence, reports, tests, etc., from rough draft copy; proofs and corrects material for final copy; composes routine correspondence (e.g., responses to requests for information, thank you letters, acknowledgement of received information, etc.).
• Manages supervisor's appointment and travel schedules; screens visitors and telephone calls for supervisor; schedules meetings; prepares agendas and coordinates arrangements for meeting times, locations, catering services, special equipment, and materials; may attend meetings and take and prepare meeting minutes; makes travel and lodging arrangements and processes reimbursement paperwork.
• Screens supervisor's mail; opens and prioritizes mail; reroutes mail to more appropriate individuals; composes responses to routine requests for information.
• Creates, maintains, and updates department files and records (e.g., graduate applications, grade rosters, G.P.A.'s, etc.) for reports, future projects and to aid in departmental decision making; compiles data and assists in the preparation of various reports.
• Assists supervisor with special projects/events; may include the processing of forms, creation of separate databases, coordination of material, design of promotional materials, coordination of ticket sales, room reservations, catering arrangements, final resolution and attendance of event.
• May coordinate and monitor personnel actions (e.g., recruitment, tenure, promotion, etc.); serves as liaison with individuals affected by the personnel actions and other relevant departments (e.g., human resources, academic personnel, payroll, etc.); maintains personnel records and files; ensures personnel policies and procedures are followed.
• May supervise student workers.
• Performs related duties as assigned.

Minimum Qualifications:

High school diploma or equivalent plus eighteen months training or education in office administration or related area (or equivalent training or experience which provides comparable knowledge, skills, and abilities). A minimum of one year experience in providing secretarial services in an office or business setting.

Knowledge Of:

• Specific software may be preferred
• Office practices and procedures
• Standard procedures for alphanumeric filing
• Letter formats
• English grammar, spelling, and punctuation

Skill In:

• Keyboarding (i.e., 40 words per minute)
• Interpersonal communication to effectively interact with university personnel and the public in person and over the telephone (e.g., to transmit directives and decisions, explain policies and procedures)
• Written communication (e.g., to compose routine correspondence)

Ability To:

• Define problems, collect data, and draw valid conclusions
• Establish and implement office procedures
• Establish methods to gather, collate, and classify information
• Proofread written information
• Operate various office equipment
• Perform basic mathematics (e.g., add, subtract, multiply, and divide whole numbers, fractions, and decimals, and to calculate percentages)
• Apply policies and procedures
• Read and accurately follow oral and written instructions
• Maintain accurate records
• Train and provide effective work direction to other employees
• Manage time effectively and set priorities
• Carry out and assist in implementing changes
• Learn and utilize specific software applications

Assessments:

Asterisk (*) indicates knowledge, skills, abilities which may require assessments. Assessments could take the form of interview questions, a request to provide work samples or a written or practical test to assess job related competencies.

Working Conditions / Physical Requirements:

None

Working Schedule:

Monday - Thursday, 8:30 a.m. - 4:00 p.m.; however, hours may vary to meet departmental needs

Additional Information:

Must pass a security check. May be asked to take a skills assessment.

Kent State University is committed to creating a community that is culturally and intellectually diverse and to attracting and retaining a diverse staff. We strive to create and maintain working and learning environments that respect differences, and are inclusive, welcoming, respectful and kind.

We are an equal opportunity employer and are committed to non-discrimination to employ and advance qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status. We comply with VEVRAA and Section 503 of the Rehabilitation Act and provide reasonable accommodations to qualified individuals with disabilities.

For official job descriptions, visit www.kent.edu/hr.

Kent State University is a Smoke-Free, Tobacco-Free University effective July 1, 2017. Smoking and tobacco use are not permitted on any of Kent State’s campuses or other locations and properties that are owned, operated, or leased by Kent State, both domestic and international. For additional details, visit www.kent.edu/smoke-free.

Disclaimer:

The intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted to describe all the specific duties and responsibilities that may be required in any particular position. Directly related experience/education beyond the minimum stated may be substituted where appropriate at the discretion of the Appointing Authority. Kent State University reserves the right to revise or change job duties, job hours, and responsibilities.