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Academic Secretary

Apply now Job no: 492402
Work type: Full-time non-exempt
Location: Chester
Categories: Support Staff (Non-Exempt)

Essential Duties

  • Provides secretarial support within the Institute for Graduate Clinical Psychology department. 
  • Supports our field placement process (distributing, collecting and tracking student evaluations, contracts, clearances and other required documents; collecting and tracking data using data management software; maintaining cloud-based placement database, synthesizing and reporting data, assisting in the collection and submission of annual accreditation data)
  • Oversees and maintains content on unit’s web pages
  • Works closely with faculty member coordinating the dissertation process to tracking faculty committee assignments, schedule student dissertation defenses, process paperwork for defense, and track and enter data related to dissertation processes and outcomes
  • Supports unit’s professional development offerings and program events by working with faculty and graduate student assistants to schedule events, plan room and catering arrangements, collect necessary paperwork, track data related to program attendance, and assist in the collection and reporting of accreditation data
  • Supports the Institute Director, core and adjunct faculty, and departmental staff with selected aspects of the day-to-day operations of the Institute for Graduate Clinical Psychology (course-related support, scheduling meetings, making room assignments, ordering textbooks, entering data, maintaining files and records, etc.)
  • Supports unit’s alumni chapter and is responsible for alumni communications and maintaining related databases
  • Answers telephone (take messages, screen calls and reply to questions in accordance with general instructions and office procedures and policies; transmit instructions and/or information to and from staff and faculty members)
  • Serves as a support for the office and contributes to a welcoming environment for all visitors and students by greeting, screening and directing callers and visitors to appropriate staff and faculty members when needed.

Secondary Responsibilities

Problem Solving:  Responsible for own work; involves the ability to multi-task, problem-solve, supervise work-study students, prepare correspondence, and maintain databases.

Communication:  Strong interpersonal communication skills required; ability to communicate clearly both verbally and in writing with varied constituent groups. Routine contact outside the department and/or university involving routine exchange of information. Office environment with varied walk-in traffic (high levels on student course days twice per week); high level of interaction with administrative faculty in person; high level of interaction with others electronically or via telephone.

Complexity of Tasks:  Must be able to deal with multiple tasks in a fast paced work environment, while paying attention to details. Duties are moderately complex and fairly varied, and require comfort and facility in using information technology for data management. There is some analytic ability required. The incumbent has limited alternative actions and is expected to make routine decisions.  A supervisor is available for non-basic questions.

Leadership Skills: Required to work well with others and to contribute to a positive work environment; must be willing to accept responsibility and work with limited supervision. Routinely handles confidential information.

Initiative/Creativity:  Working with limited supervision, must be willing to take initiative, be a problem solver, and willing to offer suggestions and ideas to insure the smooth and efficient operation of the unit. 

MINIMUM QUALIFICATIONS: (Education/Training and Experience Required):

The ideal candidate would have a minimum of two (2+) years experience with secretarial/administrative work and have knowledge of standard office procedures as well as be able to function independently under supervision. The individual must have excellent communication and organizational skills and a commitment to customer service is essential. Also needed is experience in compiling and tracking information for record maintenance and the ability to write memos and letters (skills in composition, grammar, spelling and punctuation) as well as demonstrated proficiency in the use of Microsoft Office Suite (Word, Excel, PowerPoint and Access database management).  In addition, this individual must be able to safeguard the confidentiality of the office by exercising discretion in communicating information and in the handling of student files, records, reports and other similar confidential items.

Preferred

  • Additional support experience (three to five years secretarial experience)
  • Experience with Microsoft Access

 

Advertised: Eastern Daylight Time
Applications close:

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