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Human Resources

Academic Secretary

Apply now Job no: 505790
Position type: Staff
Location: New York
Categories: Office/Clerical

2110 Union FT Grade 8

The Department seeks an Academic Secretary who exhibits strong service orientation, office support skills, and excellent communication skills. The Academic Secretary should possess organizational and time management skills and have the ability to prioritize and handle simultaneous demands and to meet deadlines.

The ideal candidate should possess a strong work ethic, sense of initiative, be a team player, have the ability to multitask while maintaining professionalism, and have excellent follow up skills. The person in this position is also expected to maintain office decorum, assist program/department members and all visitors in a friendly, professional, and respectful manner.

The incumbent will be responsible for the daily operation of the academic office. The position reports directly to the Department Academic Administrator.

Characteristic Duties and Responsibilities:

  • Provide critical support to the department and academic programs
  • Act as resource person regarding policies and practices of department and other college offices
  • Prepare prospective student information/application packets; provide department information to students
  • Assist prospective and current students with questions
  • Provide secretarial support to full-time faculty, lecturers, adjuncts, instructors, program managers, other academic assistants, and department staff
  • Answer phones and emails and greet visitors
  • Support administrative aspects of programs including but not limited to, student information database, course scheduling, room assignments, duplicating class materials, placing book and course packet orders, media requests, and library reserves
  • Assist with preparing and processing of check requests, requisitions, travel expense reports and other financial documents
  • Maintain program and student records; archive past student files
  • Oversee office communications and correspondence, including the composition of letters and memos as well as take/transcribe meeting minutes
  • Compose program literature including program newsletter, student handbook, student packets, study guide and program booklets
  • Coordinate and arrange calendars and meetings; schedule appointments
  • Assist department and program with web maintenance
  • Office management including supply orders, inventory, facilities work orders, and office and laboratory equipment maintenance
  • Coordinate program conferences and other special events
  • Maintain copier and monitor usage, liaison with service provider as needed
  • Maintain bulletin boards
  • Coordinate errands, breaks, and lunch and vacation time with other secretarial staff as instructed by Program Manager
  • Interface with media services and other classroom-needs offices to ensure excellent program support to include ordering AV equipment for classes and serve as liaison with media services and facilities to ensure classroom preparedness and functionality
  • Collect and publish semester office hours of faculty and adjuncts
  • Under direction of DAA, track work study job duties and maintain work study files and budgets
  • Assist with faculty searches, including maintaining records, correspondence and other duties
  • Oversee Program Admissions process, including organizing prospective doctoral student interview
  • Assist faculty in obtaining copyright permissions from the Library and Document Services
  • Other related duties as assigned

Minimum Qualifications:

  • High school diploma
  • At least two years of administrative experience, or the equivalent in training and/or education
  • Excellent grammar, spelling, punctuation, and diction
  • Strong computer literacy, specifically, MS Word/word processing ability, spreadsheet experience
  • Excellent customer service, communication and organizational skills
  • Must be detail-oriented; able to work with deadlines and conflicting demands
  • Must be able to multi-task and prioritize work without constant assistance
  • Ability and willingness to follow up (and report back) as needed and to create and maintain a system for tracking data and projects
  • Ability to work collaboratively
  • Accurately type 55 words minimum

Preferred Qualifications:

  • Knowledge of Teachers College or other higher education institution preferred
  • Knowledge of or willingness to learn web development, publishing software, and other technology-related programs
  • Knowledge of Google Apps and Zoom preferred

Advertised: Eastern Daylight Time
Applications close:

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