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St. Lawrence University Academic Administrative Secretary for Government and Economics in Canton, New York

Position Title Academic Administrative Secretary for Government and Economics

FLSA Non-Exempt

Primary Responsibilities

Under the supervision of the Chairs of the Economics and Government Departments, provides clerical and administrative support for faculty members, instructors, academic support staff and, as needed, technical support. This work requires flexible and creative responses to clerical/administrative needs of individual faculty and the departments, broad knowledge of the other offices and departments on campus, being immediately able to respond to time-urgent needs and being able to juggle tasks and priorities; in general, to assist faculty in diverse tasks promptly and effectively, however needed. Provides routine and complex secretarial duties for the departments. Work is often confidential in nature.

The department secretary will:

· serve as a strong positive public representative and maintain friendly, supportive service to faculty, staff, students, and parents.

· act as liaison between academic departments, administrative offices, students, and faculty.

· assist students (approximately 300 Junior and Senior majors/minors in Economics and BUSLA and approximately another 130 in Government) with resource/research needs and general information.

· assist with major declarations.

· plan and prepare special events within the departments, such as Moving Up Day ceremony, Honors Presentations, and special functions such as visiting colloquium speakers.

· arrange for reimbursement for costs of visiting speakers, job candidates and other department guests.

· make travel arrangements for visiting speakers, job candidates and other department guests.

· assist Pi Sigma Alpha (Government Honor Society) and Omicron Delta Epsilon (Economics Honor Society) with planning and preparing special events such as fall and spring induction application process, receptions and banquets, and correspondence.

· type, edit, scan and photocopy correspondence, exams, handouts, readings, etc., for faculty and staff.

· monitor the account summary for all Economics and Government budget lines, and review expenditures, including special grant accounts.

· track credit card charges and their corresponding invoices, packing lists and budget codes.

· track copy charges/cards, mailroom, and phone charges for the department.

· order office supplies and assist faculty with orders of other office equipment and departmental purchases charged to departmental budget lines.

· process student personnel paperwork and bi-weekly timesheets.

· hire, train, schedule, and supervise student office assistants.

· design flyers/posters for special events (colloquia, guest lectures, Politics and Pizza, summer programs, etc.).

· create and revise departmental forms when needed or requested.

· maintain department files.

· maintain department websites.

· maintain departments’ social media presence on platforms such as Facebook, Twitter, Instagram, etc.

· understand and communicate departmental and university policies.

· exercise independent judgment in scheduling and prioritizing workload.

· operate office equipment (telephone, computer, fax machine, scanner, copier, shredder, etc.).

· accept daily incoming mail from both interoffice and outside the university and distribute appropriately.

· show initiative in the development of new office procedures to insure maximum efficiency.

· work with department chairs in preparing course schedules.

· proctor student exams and course evaluations when necessary.

· perform other duties as assigned.

Supervision Received: the secretary works independently and is supervised by the chairpersons of Economics and Government as well as department faculty and staff.

Supervision Exercised: the secretary may oversee the work of several student office assistants.

Minimum Qualifications

Education

High school diploma (or equivalent) required; Associates degree (or higher) preferred.

Experience

Minimum of 3 years general secretarial/office manager experience required. Knowledge of or ability to learn university and departmental regulations and procedures, as well as location and function of various departments and offices on campus is necessary.

Skills/Physical Requirements

Proficiency with MS Word and MS Excel is required. It is important that this person have a genuine willingness and ability to learn new software/hardware. Good grammar and spelling skills are expected, and strong oral and written communication skills are essential. Excellent organizational and administrative skills are necessary.

Personal Qualities

Must be exceptionally well organized, work well under pressure and display discretion, tact and initiative. Positive human relations skills are necessary when working with students, faculty, and staff. In addition, the person must be able to work both independently and under supervision, and must be able to handle multiple tasks simultaneously and have the ability to effective prioritize tasks. Must be willing to maintain and expand skills through participation in professional development activities.

Preferred Qualifications

Associates degree (or higher) preferred.

Experience in an academic department or with confidential materials is preferred.

Experience with MS Publisher, internet browsers, Saints, Colleague, Sakai (or other course management systems), Centre-suite, ListServ, email, and copier/scanners preferred. Experience with Web page design/management is very helpful.

Status (FT, PT, Seasonal, Temp) FT Seasonal

Posting Number ST00800

Desired Start Date 09/13/2021

Open Date (to accept applications)

Close Date (date applications will not be considered)

Open Until Filled Yes

Special Instructions to Applicant

Please complete the online application form and include contact information for at least three professional references. Upload the required documents in the “Applicant Documents” section of the form.

All offers of employment are contingent upon successful completion of a background (including criminal records) check.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

  • Resume

  • Cover Letter/Letter of Application

    Optional Documents

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