The secretary will provide support for the Dean of Students Office, as well as provide receptionist duties, manage appointment calendars, and other clerical duties as assigned. Work will include final preparation of documents, preparation of spreadsheets and databases, word processing, and the maintenance of files. Work involves the frequent exercise of independent judgment and initiative. Verbal and written communication is required within the College and with outside individuals and agencies.  

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

General Responsibilities:

• Provides support for the Deans, Directors and Assistant Directors in the department as well as provides receptionist duties, which involves screening calls and greeting visitors. Manages daily appointment calendars for assigned deans, i.e. scheduling routine appointments with students and faculty members.
• Responds to inquiries and gives information pertaining to well defined areas.
• Operates standard office equipment, i.e. microcomputer (along with the necessary programs) and duplication equipment. Demonstrates a willingness to learn new procedures and computer programs to assist in the continual advancement of the department.
• Distributes mail daily.
• Processes confidential information quickly and accurately.
• Maintain up-to-date-files on students, including confidential files and academic files.
• Responsible for the billing of student fines.
• Assists others in the Department as needed with such tasks as mailings and major projects.
• Handles details and works within deadlines.
• Maintains and encourages positive departmental public relations.
• The ability to work as a member of a diverse community is necessary.
• Performs additional duties and special projects as assigned. 

Specific Responsibilities:

• Orders supplies, signs, business cards, stationery, etc.
• Prepares purchase requisitions for the Department.
• Coordinates and updates web management for the Department.
• Produces the correspondence associated with the Dean's list announcements.
• Provides support for the Senior Exit Interview project.
• Provides support for all Deans, Directors, and Assistant Directors in the Department, including but not limited to phone calls, managing appointment calendars, walk-in traffic, travel and expense vouchers, filing, and other administrative/clerical details.
• Maintains list of students who are placed on housing and disciplinary probation and distributes as needed.
• Produces the correspondence associated with disciplinary action.
• Maintains records associated with immigration status for international students.
• Manages the Host Family program for international students.
• Provides office support during the summer months for the Office of Campus Life.
• Provides year-round clerical support for student housing and orientation programs.
• Provides general support the entire Student Affairs division. 

QUALIFICATIONS:

• Post-secondary education preferred, high school diploma required.
• Two or more years of secretarial experience required.
• Expert computer proficiency and an interest in learning new programs required.
• Excellent typing and proofreading skills necessary.
• Working knowledge of business English and spelling skills necessary.
• Excellent interpersonal, communication, and organizational skills required.
• Must be able to work independently, with minimal supervision and oversight.
• Ability to meet deadlines, attention to detail, and initiative in assuming responsibilities necessary. 

PHYSICAL EFFORT:
Position involves sitting, although frequent movement is necessary. Walking, standing, bending, twisting, and occasional lifting is required. Computer usage involving repetitive hand/wrist motion is also necessary. 

PHYSICAL ENVIRONMENT:
General office and campus environment. Duties require that employee interact with faculty, staff, students, visitors, and outside constituencies.