Secretary for Visual, Performing, & Communication Arts Job at Alabama A&M Univer

Salary: $29,375.00 - $37,400.00 Annually

Location : Normal

Job Type: Full-Time

Job Number: 202300489

Department: Visual, Performing & Communication Arts

Opening Date: 12/05/2024

Description

Summary:
Under the direct supervision of the Chair of the Visual, Performing, & Communication Arts Department (VPCA), and Senior Secretary, the candidate performs a variety of office support and/or secretarial duties for the programs of VPCA. These duties include but are not limited to: composing and word processing a variety of standard documents and correspondence; editing and proofreading documents to ensure accuracy; relaying and resolving routine telephone and/or walk-up inquiries; scheduling calendar items and meetings; making travel arrangements; processing forms; performing data entry; establishing and maintaining records; and other duties as assigned.
Examples of Duties

Essential Duties and Responsibilities:

• May report to the unit head or department chairpersons or to some other supervisor, and may supervise all student assistants assigned to the unit or department office.
• Types correspondence, memoranda, reports, instruction sheets, forms, statistical data or any other material that is relevant to the work of the administrative unit or program to which assigned.
• Proofreads all materials typed to ensure their accuracy.
• Compose letters and memoranda from general notes.
• Compiles information from files, records, publications, and other sources, and tabulates this information in accordance with standardized report forms.
• Receives, open, sorts and distributes mail as directed, and assembles related material for use by the supervisor in answering mail.
• Maintains accurate and current records of departmental purchases, equipment, travel, statistical data, daily office activities, daily program activities and appointments.
• Establishes and maintains accurate and current files of letters, reports, records, and other documentary material, and ensures that information in these files is kept confidential.
• Renders some limited kinds of administrative assistance as directed by the immediate supervisor and in accordance with specific written or oral instructions.
• Receives and places telephone calls, schedules appointments and meetings, makes reservations, greeting visitors and callers, records messages, and performs the functions of an office receptionist.
• Prepared request for office supplies when needed, and receives such supplies.
• Performs general office management duties, and recommends methods for improving office procedures.
• Performs any other duties that may be assigned by the immediate supervisor.

Performs miscellaneous job-related duties as assigned.
Typical Qualifications

Minimum Position Requirements (including certifications, licenses, etc.):

• High school diploma or equivalent and one year of clerical experience.

Supplemental Information

Knowledge, Skills and Abilities:

• Working knowledge of office management proactive and procedures
• Working knowledge of business English, spelling and commercial mathematics.
• Ability to compose and prepare accurate reports, records and correspondence.
• Ability to prepare and maintain complex clerical files including statistical reports and materials.
• Ability to deal effectively with the public in giving and obtaining information, referring callers and arranging appointments.
• Ability to maintain confidentiality of records and information.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Skill in the use of operating basic office equipment.
• Organizing and coordinating skills.
• Word processing and/or data entry skills.
• Ability to communicate effectively, both orally and in writing.
• Knowledge of Microsoft programs, including Excel, Word, and PowerPoint

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, short and long-term disability, holidays, vacation, and sick leave.

To learn more details, visit our benefits page at

01

Do you have a high school diploma or equivalent and one year of clerical experience?

• Yes
• No

Required Question