St. Lawrence University Administrative Secretary I in Canton, New York
Position Title Administrative Secretary I
With minimal supervision, provides administrative and detailed clerical support for Canadian Studies, Environmental Studies, Global Studies and Gender and Sexuality Studies departments and programs. Highly diversified skills required to serve the needs of an eclectic group of faculty members drawn from diverse academic disciplines. Requires flexibility, initiative, decision-making ability, and discretion in coordinating multiple, detailed tasks. Interacts with faculty, students, and other university departments including academic departments, the business office, purchasing, facilities operations, as well as scholars in research organizations, government officials, academic departments at other universities, and private and non-governmental agencies. Administers department budgets, coordinate faculty travel, and communicate with affiliated committees.
This position requires a willingness to learn and perform new duties that may fall outside of one’s experience. The work is located in two different work areas, split evenly throughout the week with some flexibility for a department’s needs. Work hours are 8am – 4:30pm, Monday through Friday.
Over the course of a year, or multiple years, this person may be asked to perform these, and other, duties:
I. Provide specific and direct support to the chairs of the departments and programs – Assist department chairs with administrative work including editing St. Lawrence University catalog copy, preparing annual budgets, course schedules, etc. – Perform all bookkeeping duties for Environmental Studies, Canadian Studies, Global Studies, and Gender Studies including online bookkeeping for departmental credit cards, reconciling accounts, and maintaining documentation. – Analyze monthly budget detail submitted from business office and advise chairs of any exceptions or necessary adjustments.
II. Support faculty in relation to teaching courses (note: responsibilities vary from faculty member to faculty member) – Prepare materials for classes and labs including readers (copyright knowledge required), and on occasion, syllabi, exams, etc. – Order lab supplies & equipment – Arrange repair and maintenance of lab, audio-visual equipment, computer systems and recording equipment including teaching equipment in Memorial Hall, the Wight House at the Living Laboratory, and labs in Brown Hall and Bewkes Hall – May record grades and attendance online, and devise formulas for calculating grades for some departments. – Organize fieldtrips, e.g. arrange transportation and hotel accommodations, set up customized tours, etc. – Make travel arrangements and schedule university vehicles for field trips including 3 environmental studies vans – Order examination and desk copies – Create listserv for majors and minors – Communicate directly with majors to convey information re: department updates, internship opportunities, special events, etc. – Assist faculty with technical issues related to department and program classrooms. – Proctor exams and grade quizzes – Assist in administering course evaluations at the end of the semester.
III . Maintain a well organized offices and buildings that operates effectively and efficiently – Maintain office equipment including photocopier, printers, fax machine, digital camera, & scanner including fixing jams, replacing cartridges, and arranging repairs. – Conduct research on new equipment, software, etc. needed to support office and academic programs, and become familiar with how to use these new technologies – Maintain lending list for digital camera, videos, books, keys for Wight House and student research room, Global Studies equipment at both 82 and 84 Park, etc. – Maintain supplies for office including photocopier, printers, scanner, computer, digital camera, laminator, and fax machine. – Hire, train, and supervise student workers. – Submit student and own payroll online. – Prepare requisitions, check requests, travel advances, and travel expense reports, record cash receipts, authorize payment of invoices, track purchase order requests, follow-up on orders, etc. – Maintain department web sites for Environmental Studies, Canadian Studies, Global Studies, and Gender Studies. – Serve as liaison between students, visitors, etc. and faculty, when faculty are temporarily absent from the building.
IV. Perform duties related to facilities operations, communications, admissions, and other university functions – Assist search committee chair, and search committee members on new faculty searches. – Provide assistance to faculty for University committee work including highly confidential materials. – Make arrangements for housing, appropriate speaking or performance facilities, refreshments, etc. for guest speakers and performers. Work with the business office to file proper IRS paperwork especially important for international visitors. – Prepare publicity and news releases. – Report mileage of ENVS vans to facilities operations, arrange maintenance and repair – Assist the Admissions Office in scheduling visits for prospective students to faculty and classes. – Work with facilities operations staff to maintain overall appearance and function of 82 and 84 Park Street, Memorial Hall, Wight House, and ENVS labs (e.g. heating, plumbing, window shades, etc.). Serve as primary contact to report problems, submit work order, and follow up to ensure completion. – Point of contact for students seeking information on the major or minor. – Assists students with academic forms, SYE thesis binding, orders for posters, and honor’s cords. – Assist with annual department functions, such as dinners and lectures – Being familiar with university procedures for new faculty.
V. Assist faculty with other assignments on an ad hoc basis – Type general correspondence, memos, annual faculty reports as requested. – Support faculty in relation to research and other professional activities. – Assist faculty in preparing 3rd year review, tenure, and promotion files. – Coordinate arrangements for new faculty in 82 and 84 Park Street and Memorial Hall including set up of accounts with Instructional Technology, computer equipment hook up and passwords, keys, office furniture, phone, nameplate, book orders, etc. – Supports the development and operation of special summer projects as required. – Advise new faculty, in particular, on local contacts and locations for field visits or research opportunities.
High school diploma and at least three-years of experience. Must have commitment to intercultural relations, to working and communicating with persons of different national, ethnic, racial, and sexual identities. Requires excellent management, interpersonal and clerical skills as well as the ability to adapt to changes in academic and office technology. Knowledge of Microsoft Office required, along with a ability to learn website software and varied university web-based platforms. Excellent oral and written communication skills are necessary. Ability to work under minimal supervision and to employ independent thinking and problem-solving skills. Must show flexibility and willingness to perform new tasks. Knowledge of other languages a plus.
Bachelor’s degree preferred. Some education or experience with diversity, international issues, and knowledge of and an appreciation for the environment.
Status (FT, PT, Seasonal, Temp) FT Seasonal
Posting Number ST00775
Desired Start Date
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 and provide contact information for three professional references. Review of applications will begin immediately and continue until the position is filled. SLU is an Affirmative Action/Equal Employment Opportunity Employer. All offers of employment are subject to the applicant successfully passing a background (including criminal records) check.
Required fields are indicated with an asterisk (*).
Cover Letter/Letter of Application