Division Secretary, English & Communication Studies Job at Alfred University

The division secretary provides secretarial and administrative support to the roughly fifteen faculty members in the English and Communication Studies programs and the programs and initiatives they're affiliated with. This position also provides secretarial and administrative support to the Teaching and Learning Center. Along with the day-to- day support of faculty activities, primary responsibilities of the position include assisting with budget management, course scheduling, records archiving, and event planning. 

Salary/Rate: $16.00-$17.00; 35 hours per week; 10-Month Position

Essential Functions:

• This position has no supervisor authority
• With or without reasonable accommodation the incumbent must be able to read and write and speak the English language at a college level
• Be able to communicate with all levels of the institution in written and spoken form
• Be able to maintain regular and prompt attendance

Other Duties & Responsibilities:

• Perform general secretarial responsibilities, including but not limited to preparing documents and spreadsheets; learn University-specific software to input course schedules, run budget reports, prepare course evaluations and make catalog edits (training will be provided); answer phone calls and email inquiries; organize and publicize division events; organize and maintain division files; collect and distribute mail; schedule appointments and meetings; order and maintain office supplies and equipment; submit work orders when necessary
• Provide support to faculty by submitting invoices and reimbursements for payment; Word process class materials, letters of recommendation, etc.; look up student information and progress in Banner; collect and share Promotion and Tenure materials with the Dean's Office
• Provide support to the Division Chair and Program Director by updating and tracking expenditures and overall budget; organize and assist with personnel searches when necessary, ensuring that confidential information regarding applicants is treated appropriately
• Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people's lives
• Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students
• Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience
• Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment
• Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols
• Effective written and oral communication skills
• Contributes to the overall success of the University by performing other duties as assigned

Qualifications - Education & Experience, Knowledge, Skills & Abilities

• High school diploma required. Associate's degree or higher is preferred
• A minimum of two years of secretarial or business management experience is required, and previous experience in an educational setting is a plus
• Must be proficient in Microsoft Office, Excel, and Microsoft Outlook, as well as familiar with or able to learn how to use university-specific software (e.g. Cascade, Canvas, Degree Works, BannerlNB, BannerWeb)
• Must have basic math skills and be able to keep track of division budgets
• Must have strong organizational skills, be able to meet deadlines, be patient, be able to deal with confidential information in a professional manner and have excellent interpersonal and communication skills

Physical Demands & Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Personal Protective Equipment must be worn when required. A respiratory function test and the ability to use respirators may be required. Stairs and uneven surfaces may be present; artificial lifts, etc. may or may not be available. The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus. The Campus is located in an area that contains numerous hills and slopes and may not always be fully accessible for mobility impaired individuals. 

About Alfred University:
Lighting the way for students since 1836. "We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor and community have made us a unique kind of leader since 1836." 

Alfred University (AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities. 

Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York. To learn more, visit alfred.edu. 
 

Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law. Protected veterans, minorities and women are encouraged to apply.

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