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Administrative Secretary - Education Print this Job Posting

POSITION:                ADMINISTRATIVE SECRETARY  
                                    CLOH
   
DEPARTMENT:        SCHOOL OF EDUCATION
                                    Hourly:  $12.75
                                    Yearly:   $26,520.00

EFFECTIVE:              Immediately

OCCUPATIONAL SUMMARY:
Coordinate the day-to-day operations and provide secretarial support to the Dean of Education.  Serve as information resource person.  Reconcile accounts.  Maintain records.  Tasks include but not limited to: keyboarding, filing, duplicating, reconciling accounts, word processing, communicating in person and by phone.

MINIMUM REQUIREMENTS:
 High School or GED equivalent
 2 years experience
 Knowledge of standard office equipment and procedures
 Keyboard skills - 50 wpm
 Knowledge of computers, (WordPerfect preferred), spreadsheet, database programs
 Bookkeeping knowledge and ability to reconcile accounts
 Organizational skills
 Communication skills
 Ability to work with wide range of people
 Proven orientation toward quality service
 Ability to lift 10 pounds
 Sedentary work: sitting for extended periods of time

DUTIES AND RESPONSIBILITIES:
 Oversee the daily operations such as: assign work, provide instruction, and monitor performance of student workers; maintain staff and student worker time sheets; coordinate vacations. 

 Provide clerical support to the Dean including: managing electronic calendar, opening, sorting of mail and preparing replies, arranging meetings, completing travel arrangements and other activities; establishing work priorities; organizing materials, serves as a resource on questions regarding policies and procedures.

 Screen callers and walk-in visitors to the Dean’s office; greet visitors; provide information in response to inquiries when possible and refer to other sources if necessary; act to resolve problems; serve as receptionist for the School office when the receptionist is absent.

 Receive, assemble and maintain all materials relative to promotion and tenure.  Assure timely receipt of materials from faculty.  Type, prepare and file confidential faculty annual reports and reviews.

 Monitor and reconcile departmental budgets and accounts and make school purchases.

 Set up, monitor and reconcile student grant awards.  Distribute applications; verify enrollment, application data, and grades.  Prepare applications for committee action.  Request funds from granting agency; notify the recipients, Bursar’s and Financial Aid offices of the grant award.  Prepare quarterly reports for granting agency.

 Prepare drafts of non-routine correspondence; proofread for grammar/spelling and content; produce finished copy of correspondence and/or report.

 Maintain and update departmental files and databases.

 Maintain and update the SOE Policies Manual.

 Collect and maintain files of M201 and H340 instructor evaluations.

 Prepare, mail and maintain files of contracts for off-campus graduate education courses.

 Prepare agenda for various school meetings; take, type and distribute minutes of the same.

 Initiate electronic documents and contract letters for adjunct faculty.

 Collect and process student applications for admission to the Elementary and Secondary Education programs.  Mail letters to students admitted.

 Monitor and reconcile travel and hourly budget lines. 

 Make travel arrangements for dean and faculty.  Set up and maintain blanket travel accounts.  Ensure receipts are received, verify amounts and reconcile accounts.

 Collect summer teaching schedules and calculate summer salaries for full-time and adjunct faculty.

 Prepare and mail paperwork to hire adjunct faculty.  Collect personnel forms, reference letters and transcripts.  Maintain adjunct faculty personnel files and files of potential adjuncts.  Develop and update the SOE information packets for new faculty.

 Process reimbursements from the School of Education Foundation Account.

 Work with program coordinators to gather data for class offerings for the Spring, Summer and Fall schedule of classes.  Make revisions on schedule proof sheets and submit to Registrar.

 Compile data and produce reports such as collecting, entering, and submitting data for the yearly online PEDS report.

The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of all the duties, responsibilities, and skills.

DEADLINE:          THURSDAY, OCTOBER 16, 2008 by 5:00pm

HOW TO APPLY:  Interested candidates must complete an IU Southeast Employment Application and typing test prior to deadline. Please attach a detailed resume to the application.  Typing tests are administered Mon-Fri from 8:00am-4:30pm; no appointment is necessary.  Applications are available in the Human Resource Office or via website at www.ius.edu/hr/ The Human Resource Office is located in the University Center South building, room 244; telephone number is (812) 941-2356.  Typing requirements must be met and on file (dated within the past year) for all applicants.

Note:  IUS is committed to a learning environment that actively seeks to support students, faculty, and staff from diverse backgrounds.  Consistent with the University’s commitment to diversity, persons from traditionally under-represented groups are strongly encouraged to apply.  If you require reasonable accommodations due to a disability to participate in this program, please contact Human Resources, University Center South Building, Room 244, (812) 941-2356.  An Affirmative Action/Equal Opportunity Employer. October 2, 2008