AMVETS Jobs

The department secretary serves as office clerical support as well as fulfilling the secretarial needs of the chairperson, faculty and students in the department. This position requires working with considerable independence within standard operating procedures, along with completion and prioritization of various tasks, which require in-depth knowledge and understanding of the department. Independently conducts routine department business in the absence of department chair. Performs a variety of moderately complex secretarial assignments in the midst of a high traffic work environment, interprets and organize assignments, prioritize work on a daily basis with no supervision. Responsible for initiating various tasks through to completion. Independently make decisions, delegate and rearrange work priorities as required for proper completion of tasks in regulating and controlling the office activities and document flow within the department. Ensure that the department procedural requirements and standards of timeliness are adhered to. Work involves assisting the Chair of a variety of details pertaining to the maintenance of an appointment calendar, provision of necessary materials for scheduled meetings, processing memoranda from the various faculty within the department. Work is performed independently under the direction of the Chair and is reviewed for accuracy, timeliness, and adherence to policies and procedures. Screens visitors and phone calls for the Department, notify Chair of all department activity in regard to visitors and callers. Answers inquiries or refers them to appropriate persons for handling. Sorts mail delivered to the office and routes it to the proper faculty, maintains control over incoming and outgoing correspondence, and prepares standard replies on subjects relating to the status or pertinent dates of work commitments. Reviews correspondence prepared for the Chair's signature for grammar, format, completeness, and consistency with departmental policy. Compose letters and memoranda to administration, students, faculty, potential students, colleges, and universities as deemed necessary. Independently communicate effectively with all campus personnel and the public in general. Takes notes and/or transcribes dictation and prepares and signs the Chair's name to form letters, inter-office forms, requisitions, and similar documents. Prepares and signs faculty's name to forms and letters when required. Attends department's monthly meeting and take minutes, type and distribute them to the appropriate people. Collects and organizes data required by the Chair for meetings and appointments. Arranges and schedules appointments and prepares travel arrangements for the Chair and faculty. Reserve rooms for exams and meetings, request changes for classroom and meeting locations and times involving the department and the departmental clubs. Research room availability must be verified before reservation can be made. Research and collect student data for faculty and administrative offices as requested by faculty. Information is gathered within Banner system. Prepares and disseminates standard information regarding departmental interests to the Chair, faculty, and students in order to provide prompt replies to information requests and clarify misunderstandings about department procedures. Prepares and disseminates information on upcoming events within the Department and University wide. Develop and maintains a filing system in the office that is necessary for the efficient cataloging and storing of documentation. Responsible for department master key. Request keys for faculty and staff. Collect keys from faculty and staff when no longer employed within the department. Applies administrative rules and regulations on a daily basis to a variety of work situations. Performs related work as required. 

For full job description please view posting on Shippensburg University Website