Temporary Academic Secretary

East Stroudsburg University of Pennsylvania; Northern (KY); Hybrid; USD 37,000 - 38,000; Full time

Benefits offered by this job

Medical from date of hire

Retirement contributions

Employee wellness program

Paid leave

Job summary

East Stroudsburg University of Pennsylvania seeks a Temporary Academic Secretary to provide clerical support to the Communications and Sports Management departments and to coordinate department events.

The role requires strong multitasking, high-volume adaptability, and polished customer service for students and families. Typical hours are 8:00 am–4:30 pm, Monday–Friday, with occasional schedule flexing as needed.

Qualifications

• Six months as Clerk Typist 1, or completion of a high school business curriculum with typing.
• Ability to think critically and apply those skills to solve problems independently.
• Able to pivot quickly between work tasks when unplanned events occur.
• Able to read, write, and understand English; follow verbal instructions.
• Experience with Word, Excel, Teams required.

Responsibilities

• Provide clerical support to the Communications and Sports Management departments.
• Coordinate meetings and calendars for chairpersons.
• Make appointments for faculty as directed and greet students/guests.
• Process faculty travel approvals, expense vouchers, and coordinate reservations.
• Assist with departmental events logistics and budget maintenance.

Skills

Word

Excel

Teams

Education

High school diploma

Tools

Word

Excel

Teams

Job description

As the Temporary Academic Secretary, you will need to think creatively and be comfortable providing outstanding customer service to students and families. You will be an active member of the Communications & Sports Management 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 a wide variety of clerical duties to help 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 Temporary Academic Secretary. You will be coordinating with both department chairs on when you will be 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)

• Serveas clerical support for both the Communication and Sports Management departments,and the chairs of the Communication and Sports Management departments.
• Coordinatemeetings and maintain calendars for the chairpersons.
• Makeappointments for faculty as directed.
• Receivestudents, parents, other guests and refer them to the appropriate facultymember.
• Operateand supervise the operation of office equipment.
• Manageall department files (invoices, travel approval, travel expense, undergrad/gradinternship, graduate files, etc.) including those of student organizationsincluding WESS 90.3 and PRSSA (Public Relations Student Society of America).
• Typecorrespondence, agendas, minutes, reports, tables, brochures and misc. Copytests, quizzes, articles, misc. Scan various documents and creates pdfs.
• Submitwork orders for the department. Post work study positions on ATLAS. Create,type, distribute work study policy manual. Supervise departmental work studystudents.
• Approvehours of work for work study students and graduate assistants and graduatestudent workers.
• Processfaculty travel approvals, expense vouchers and secure reservations throughuniversity system.
• Implementation and logistics of departmental events andother.
• Coordinatewith various departments to facilitate department events. Record departmentminutes and distribute to faculty.
• Orderoffice supplies for department. Maintain budget for end of fiscal yearcomparison w/Chair(s) budget.
• Maintain/editdatabases for undergraduate/graduate internships, Affiliation Agreements,curriculum, classroom usage, department budget, Communication student workrequest Maintain/editthe classroom grid for Communication faculty.
• Documentfaculty changes for semester classroom build templates Edit, update and makechanges to the Communication Curriculum advisor sheet.
• Assistwith development of reports; 5 Year Review, annual and limited studies.Correspond with potential internship site administrators.
• Proofreadvarious types of materials (research, journal articles, letters etc.) to insureinformation is grammatically correct, complete, and consistent.
• UseOneSIS to add/change advisor, major andminor for students Coordinate andschedule facilities, catering, IT arrangement for events Create flyers forspecial events, meetings, and misc. Edit the Communication brochure.
• Screenall telephone calls and schedule appointments. Assist students and general public regarding verbal and writteninquiries.

What We're Looking For (AKA Qualifications)

• Six months as Clerk Typist 1; or Completion of high school business curriculum which included at least one typing course; or any combination of equivalent experience and training.
• Ability to critically think and apply those skills to solve problemsindependently; make independent decisions that support the needs of the University and its students.
• Able to quickly pivot between work tasks when unplanned events occur that need immediate attention
• Able to read, write, and comprehend English; able to follow verbal instructions.
• Experience with Word, Excel, Teams required.

What We Offer

• Outstanding benefits package including benefits such as medical from date of hire, retirement contributions, employee wellness program, and paid leave.
• Salary: $1,412.25 Bi-Weekly

Living by the Warrior Code:

• Accountable for One's Actions
• Committed to Self-Growth
• Willing to Sacrifice for the Greater Good
• Positive, Honest, and Loyal
• Respectful of the Environment and Community
• Dedicated to Empowering Others

Employment Eligibility & University Commitment

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