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Academic Secretary

Apply now Job no: 508806
Position type: Staff
Location: New York
Categories: Office/Clerical

Academic Secretary

Union 2110 Grade 8

Posting Summary:
The Department of Biobehavioral Sciences seeks an Academic Secretary who exhibits strong service orientation, office support 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.


Job Summary/Basic Function:
The ideal candidate should possess a strong work ethic, sense of initiative, be a team player, have the ability to multitask and prioritize while maintaining professionalism, and have excellent follow up skills. The person in this position is also expected to maintain office decorum, assist all programs/department members, students, and visitors in a friendly, professional, and respectful manner. The incumbent will be responsible for the daily operation of the academic offices. The position reports directly to the Department Academic Administrator.


CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

Main Office
• Provide critical support to the department and academic programs
• 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 all 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
• Act as resource person regarding policies and practices of department and other college offices
• 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
• Oversee office communications and correspondence, including the composition of letters and memos, as well as take/transcribe meeting minutes
• Assist department and programs with web maintenance
• Office management including supply orders, inventory, facilities work orders, and office and laboratory equipment maintenance
• Maintain bulletin boards

Budget 
• Record all transactions into a budget log, provide reports, and maintain updated files in shared drive
• Assist with preparing and processing of reimbursements, purchases, requisitions, travel expense reports, and other financial documents
• Assist with tracking department and program budgets, and reconciling accounts, as well as reporting and tracking of expenses
• Submit vendor invoices and honorariums, follow up on payments and resolve issues
• Assist with paperwork and reports for faculty seed accounts, development funds, and program director accounts
• Follow up on purchases, reimbursements, and encumbrances, and resolve concerns

Student, Faculty & Staff Support 
• Assist faculty in obtaining copyright permissions from the Library and Document Services
• Assist prospective and current students with questions
• Collect and publish semester office hours of faculty and adjuncts
• Assist with faculty searches, including maintaining records
• Coordinate Program Admissions process, including organizing prospective doctoral student interviews
• Coordinate program conferences and other special events
• Under direction of DAA, maintain a list of work study positions, maintain work study files and reconcile budgets
• Facilitate program literature including program newsletter, student handbook, student packets, study guide and program booklets
• Coordinate and arrange calendars and meetings; schedule appointments
correspondence, and other duties



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, Excel spreadsheet proficiency
  • 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
  • Knowledge of web-based applications
  • Ability to work collaboratively

Preferred Qualifications:

  • Knowledge of Teachers College or other higher education institution preferred
  • Willingness to learn web development, publishing software, and other technology-related programs
  • Knowledge of Google Apps and Zoom preferred
  • Accurately type 55 words minimum

Advertised: Eastern Daylight Time
Applications close:

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In response to the COVID-19 Pandemic, Teachers College has decided to require COVID-19 vaccination for all employees who are physically reporting to campus on or after August 1, 2021. In accordance with New York state laws, the College will consider exemption requests from this vaccine mandate for religious and medical reasons, unless they cause Teachers College undue hardship (i.e. significant difficulty or expense), or pose a direct threat to the health and safety of others. For additional details on this policy and information on how to apply for a religious or medical exemption if selected for a position, please discuss with the hiring manager.

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