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St. Lawrence University Administrative Secretary in Canton, New York

Position Title Administrative Secretary

FLSA Non-Exempt

Primary Responsibilities

With minimal supervision from the department chairs, efficiently perform diverse routine and complex administrative, secretarial, and receptionist duties for the Departments of Anthropology, History, Philosophy, and Sociology, which consist of 27(+/-) faculty. Provide assistance to chairs and support for faculty teaching, scholarly activities, and other responsibilities. Requirements include broad knowledge of other offices and departments on campus; ability to plan, organize, and prioritize tasks; ability to complete tasks in a timely manner; attention to detail and accuracy; self-initiative; problem-solving abilities; flexibility and creativity; excellent communication skills; and ability to maintain department and program websites, use Microsoft, Adobe, and other digital programs, and learn new digital skills. Expected to regularly engage in professional development. Promptly respond to urgent situations. Work is often confidential in nature.

DUTIES / RESPONSIBILITIES

  • Perform routine and complex administrative, secretarial, and receptionist duties for all four departments, consisting of 27 (+/-) faculty.

  • Maintain department websites as well as websites for programs coordinated by faculty in Anthropology, History, Philosophy, and Sociology.

  • Post on department and program websites (and Piskor bulletin boards) up-to-date information on events and other items of interest to students such as major information sessions, scholarships, internships, fellowships, summer programs, study abroad programs, writing contests, graduate and professional programs, and employment opportunities. Revise, update, and remove outdated information and materials as needed.

  • Advertise department and program events in other venues such as email groups of department majors and minors, Faculty/Staff listserv, SLU Master Calendar, WSLU Calendar, SLUdent, and other relevant information outlets.

  • Upon request, compose brief news items to share via email and campus websites.

  • Design and create other digital and print media as needed (e.g., posters, flyers, brochures) using Microsoft, Adobe, and possibly other digital tools.

  • Create accessible digital and print documents and web pages in compliance with University requirements.

    Provide course preparation assistance to faculty, including copying and scanning documents for class use, placing texts on Course Reserve in the libraries, bringing items needed for teaching to classrooms upon request, and making arrangements for field trips (e.g., vehicle reservations).

  • Upon request, proctor make-up quizzes and exams for students, reserving a classroom in Piskor for this if necessary.

  • Upon request, proctor course evaluations for faculty.

  • Upon request, edit and proofread documents for faculty.

    Assist department chairs with their administrative duties on a regular and as-needed basis

  • Work with department chairs to oversee department budgets as well as special budgets for scholarship and pedagogy. Includes keeping track of expenditures, collecting receipts, reconciling credit card statements, arranging for transfers of funds between departments and programs, and requesting reimbursements for faculty and students, including during the last week of the fiscal year. Maintain email or other records of such activities.

  • Maintain email or other records of funds allotted to faculty for research and pedagogy (from History’s Vilas and Carlisle funds, and funds from other sources) and the use of these funds.

  • Maintain email or other records of funds allotted to students for research, book purchases, conference attendance, and internships, and the use of these funds.

  • Assist faculty and students with travel arrangements for research, conference attendance, and other University business.

  • Assist chairs with creating course schedules for the Registrar’s office. Includes compiling faculty course preferences in draft schedule spreadsheet and making necessary revisions, and assisting chairs in determining assignment of Piskor classrooms for courses in upcoming semesters.

  • Maintain current email groups of majors and minors in all departments.

  • Take minutes at department meetings, distribute drafts to faculty, make corrections as needed, and post final version to department OneDrive and/or Sakai sites.

  • Provide support to and communication with faculty in the absence of department chairs.

    Make arrangements for campus visits by outside persons (endowed lecturers, performers, etc.) for all departments as well as programs coordinated by faculty in these departments. Includes arrangements for travel, accommodations, meals, and payments, and assistance with planning visitors’ itineraries.

    Assist in job searches for Anthropology, History, Philosophy, Sociology, and programs coordinated by faculty in these departments. Includes making arrangements for candidates’ travel to campus, accommodations, and meals, assistance with creating and updating candidates’ itineraries, and communicating with candidates via phone and email, and in person during campus visits.

  • Act as point person, information resource and transitional helper for new faculty and staff orientation.

  • Coordinate cleanup of vacated offices and office setup for new faculty.

  • For all department faculty, assist with arrangements to move to different offices (includes arranging set up of new office and moving).

    Advertise and manage the logistics of departmental awards, including announcing awards and due dates for submissions, determining student eligibility for awards, and notifying department chairs when action is necessary.

Coordinate honor society membership drives for Anthropology, History Philosophy, and Sociology departments, including determining student eligibility for awards, collecting membership money, submitting memberships to the national offices, and organizing induction ceremony events (room reservation and food orders) and student pick-up of membership certificates and cords.

  • Request payments for student awards (such as Mallam and Reiff Awards and writing contest awards).

  • Create certificates for student departmental awards and mail or arrange for pick-up.

  • Order cords for seniors graduating with honors in Piskor departments, and arrange for student pick-up.

    Act as Library Liaison for each department: order books and other library materials; keep track of allotments of departments’ Library budgets to individual faculty, and spending from these allotments.

  • In addition to the four departments in Piskor, provide support for European Studies, Peace Studies, CLAS , African-American Studies, African Studies, and Asian Studies when Piskor faculty are coordinating these programs or as members of these programs require administrative support. This work includes clerical duties as well as digital design work (posters, flyers, brochures), assistance with arranging campus visits, etc.

    Act as a liaison between other campus departments and offices and faculty members of the Piskor departments, as required, on a variety of routine matters, and ensure efficient follow-up.

  • Know current departmental requirements and procedures for Piskor departments’ majors and minors, informing and directing students to appropriate faculty member.

  • Sort and distribute all incoming mail. Inform faculty of deliveries to pick-up from main Piskor office. Bring deliveries to faculty offices upon request. Forward or return incorrectly addressed or delivered mail. Make arrangements with retiring and departing faculty to collect, forward, and/or dispose of their mail.

  • Ensure that copiers, printers, and other office equipment are in working order; includes making sure that printers/copiers always have paper, and installing new toner cartridges when necessary.

  • Arrange for maintenance and repair of office equipment, including printers/copiers/scanners in main office and on Piskor second floor. Notify Piskor faculty by email when equipment is out of order and when repairs are completed.

  • Receive and handle/respond to phone, email, and in-person inquiries from students, staff and faculty in other departments and offices, and off-campus visitors and callers.

  • Act as resource for “institutional memory,” for faculty, students, other campus departments, and members of the Canton community.

  • Order supplies for departments, from making SLU Bookstore and online purchases to bigger items acquired via the Purchasing Office. Maintain records on these purchases.

  • Hire, supervise, evaluate, and terminate student workers. Train student workers to respond to phone, email, and in-person inquiries, and to perform other work to assist faculty: copying, scanning, faxing, and other tasks as needed. Supervise and maintain student payroll: record hours, complete required forms, and approve timesheets.

  • Assist faculty in hiring student workers.

  • Maintain all departments’ bulletin boards.

  • Organize Piskor main office to facilitate efficient use of space and equipment, and access to supplies.

  • Work with chairs to determine best procedures for organizing and prioritizing work.

  • Keep track of the academic and administrative calendars and deadlines in order to be prepared for upcoming academic and administrative demands.

  • Engage in professional development, taking initiative to sign up for relevant workshops and training sessions. Includes staying current on digital programs and technologies.

  • All other duties as assigned by department chairs.

    This is a full-time, 37.5 hour/week, 11 month position in our CSEA bargaining unit with excellent benefits.

    Minimum Qualifications

Associate’s degree and a minimum of 1-2 years of secretarial and office management experience, or high school diploma and a minimum of 3 years of secretarial and office management experience.

Must possess organizational ability in order to determine and establish priorities for the needs of 27 (+/-) faculty members as well as students. Ability to work in an environment with frequent interruptions. Must demonstrate initiative and problem-solving skills in assisting faculty and students, performing routine and complex tasks, completing various projects within set deadlines with attention to detail and accuracy, and determining what is required for efficient office operations. Familiarity with the various Microsoft Windows programs (Word, Excel, PowerPoint, Publisher) and Adobe programs, and experience with web page design and maintenance required. Initiative and ability to learn new skills and engage in ongoing professional development a must. Ability to operate standard office equipment (copier, fax machine, printer, scanner, etc.) required. Excellent oral and written communication skills required, with emphasis on strong proofreading and editing skills. Interpersonal skills are a must.

Direct and indirect supervision of student workers.

Preferred Qualifications

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

Posting Number ST00781

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 at least three professional references. You may upload documents in the “applicant documents” section of the application.

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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