Union 2110

Grade 9

Posting Summary:
The Programs in Human Development is seeking a candidate to fill the position of Academic Secretary. The Academic Secretary will exhibit strong service-orientation, office support skills and excellent communication skills. The successful candidate must be detail-oriented, comfortable with complexity and able to handle confidential information responsibly.

The incumbent must be a team worker who can also work independently with minimal direct supervision and able to report to the supervisor and faculty regularly. The Academic Secretary must possess organizational and time management skills and have the ability to prioritize and handle simultaneous demands to meet deadlines.

Job Summary/Basic Function:
Reporting to the Director of Academic Administration, the ideal candidate must possess a strong work ethic, sense of initiative, is a team player, can multitask while maintaining professionalism and excellent follow up skills. The Academic Secretary must be able to collaborate with a broad range of staff, faculty and will appropriately handle sensitive information in a highly confidential manner.

The incumbent must show a willingness to keep skills updated, including participating in professional development and training as needed or assigned; possess the ability to exercise discretion, diplomacy and sound judgment. The Academic Secretary is also expected to maintain office decorum, assist program/department members and all visitors in a friendly, professional and respectful manner.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Student & Faculty Support:
• Facilitate with the department’s admissions application process, including duplication and maintenance of the student's file .
• Provide program information to prospective students, assist program students with inquiries and direct them to the proper offices.
• Email information to the student listservs as needed.
• Assist Program Directors with preparation for faculty and staff appointments.
• Assist with department and program events (e.g., Newly Admitted Student Weekends,
Colloquia, Advising Events, Faculty Research Meetings, Orientation, etc.)
• Place Faculty book orders, desk copies and request and submit all necessary faculty
requisitions and purchasing requests.
• Prepare and update all student files for programs
• Assist with the distribution of scholarship points through the APEX System
• Assist with the reconciliation and tracking of faculty Professional Development funds, and other special funds.
• Collect and publish semester office hours of faculty and adjuncts.
• Update the department and program directories.
• Assign master's students to appropriate Advisor and assist with Degree Audits
• Facilitate the Student Review Annual Processes with the doctoral student advisors.
• Update all program plans and catalogs
• Assist with the Faculty Searches.
• Assist students with registration PINS
• Assist with student admissions/registration outreach and liaison. Send mass email to newly admitted students providing letter from Program Director or advisor with guidance on course registration
• Update and maintain Banner accordingly regarding faculty advisement, faculty/student details
• Work with various faculty indices for processing honorarium payments, supply orders and reimbursements

Course Administrative:
• Assist with arrangement and maintenance of course schedules and classroom
assignments.
• Process the course scheduling updates using the Registrar Office's System each semester and provide overrides/special permissions to students.
• Duplicate program and class materials
• Process Green Sheets through the system when there are changes in course schedule.
• Order Media Services and/or Audio Visual equipment for classes.
• Enter course overrides in Banner given instructor permission to register

General Office Administrative:
• Coordinate and arrange department and program meetings.
• Assist DAA/Assistant DAA in submissions of ePAFs and PAF transactions for adjunct set
ups each semester.
• Assist with annual reports.
• Maintain departmental office supplies.
• Process check requests, ChromeRiver requests, invoices, and purchasing requisitions,etc.
• Answer phone and email and compose correspondence for program and department
related matters.
• Hold and schedule office hours for students each semester virtually.
• Receive and assist all in-person visitors in the program office
• Pick up and distribute the program mail.
• Process all requests for repairs to the Facilities Department.
• Assist faculty in setting up Zoom links for meetings, office hours, or research groups
• Oversee and maintain social media content and engagement.
• Oversee and maintain website updates and digital communications.
• Coordinate work study workflow, schedule any job tasks
• Set up/Add new vendors in Unimarket
• Maintain log and track individual expenses in Operational index

Departmental-based Labs and Centers Support:
• Assist with Lab PI and Center PI reimbursements, payments to participants, Honorariums and Special Guests’ needs
• Assist with Lab and Center, events coordination, including booking catering, space,
lodging, and special needs
• Assist with office administration and special research orders for Labs and Centers

Other duties as assigned

Minimum Qualifications:
• High school diploma or equivalent with two years of office experience.
• Proficiency in Microsoft Office, Microsoft Excel and Microsoft Outlook products
• Detail oriented and impeccable follow-through
• Excellent written, verbal and interpersonal communication skills to work effectively with diverse constituents, including students/alumni, faculty, and administration
• Strong analytical, critical thinking and reasoning skills
• Ability to work independently and part of a team
• Strong customer/client service background delivering results
• Ability to take initiative and ask questions to navigate ambiguity and complexity
• Ability to multitask
• Must be able to handle confidential information responsibly

Preferred Qualifications:
● Bachelor's degree
● Knowledge of Teachers College procedures
● Knowledge of Database creation and website development.
● Public speaking skills as well as the ability to develop and design content for social media.

Salary Range:

$56,781

Work Modality:

Hybrid