Teachers College - Jobs - Job Details - Secretary

Grade 7

Job Summary/Basic Function:
The Facilities office seeks a Secretary who exhibits strong service orientation, office support skills, and excellent communication skills. The Secretary should possess organizational and time management skills and can prioritize and handle simultaneous demands and meet deadlines. The ideal candidate should possess a strong work ethic, a sense of initiative, be a team player, multitask while maintaining professionalism, and have excellent follow-up skills. The person in this position is also expected to maintain office decorum and assist facilities department members and all visitors in a friendly, professional, and respectful manner. The incumbent will be responsible for the daily operation of the department office. The position reports directly to the Director of Facilities. 

CHARACTERISTIC DUTITES AND RESPONSIBILITIES:

• Provide secretarial support to full-time and department staff.
• Assist current students and college staff with information on facilities department operations
• Support facilities department, including but not limited to, answering phones, sending and receiving messages, ordering office supplies checking inventory and office equipment maintenance, filing reports and personal records, retrieving and distribution of staff pay checks
• Assist with FMX work order system including but not limited to, receiving and placing WO, running WO reports, scheduling and recording WO
• Oversee office communications and correspondence including the composition of letters and memos
• Coordinate and arrange calendars and meetings; schedule appointments
• Under supervision of the Facilities Coordinator, assist with website
• Under the supervision of the Facilities Director, coordinate department meetings and other special events 
• Work with Facilities Managers to provide access for contractors around campus
• Other related duties, including responsibilities for the department
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Minimum Qualifications:

• Minimum high school diploma required
• At least two years of administrative experience, or the equivalent in experience, training, and education
• Excellent grammar, spelling, punctuation, and diction
• Strong computer literacy, specifically, MS Word and excel spreadsheet experience
• Excellent customer service, communication, and organizational skills
• Must be detail-oriented
• Able to work with deadlines and conflicting demands.
• Ability and willingness to follow up (and report back) as needed and to create and maintain a system for tracking data and projects
• Willingness to keep skills updated, including participating in professional development as requested
• Flexibility to work 8:00am - 6:00pm daily; - Willingness to work overtime (including evenings and weekends) as approved and needed by the department.

Preferred Qualifications:

• Knowledge of Teachers College or other higher education institution preferred
• Knowledge of or willingness to learn database and web development, MS Access preferred
• Knowledge of Google Apps and Adobe Connect preferred.
• Technology savvy
• Ability to work collaboratively when necessary
• Familiarity with the BANNER system Experience working in higher education or hotel industry

Salary Range:

$53,269.48 - $53,269.48

Work Modality:

Onsite