Office: The Gengras Center School
Date: July 26, 2018
This position supports The Gengras Center School by interacting with the public, trafficking telephone calls, and responding to frequently asked questions about the Center. The incumbent assists with almost all aspects of maintaining a fast-paced office (with an emphasis on staff support) often on matters of a confidential/sensitive nature.
Responsibilities (include but are not limited to)
Maintain office files and records in context with departmental procedures.
Receive and refer visitors and telephone callers.
Respond to routine questions and requests for information and refer complex inquiries to appropriate staff members.
Open and distribute mail appropriately.
Generate routine letters, memos, reports or presentations from general instructions using computers.
Assemble data and compile statistics and information using computer software.
Process staff timesheets and maintain a list of staff attendance (absences due to illness, FMLA or personal days) in conjunction with university payroll staff and HR benefits staff.
Communicate timesheets corrections or changes with staff members and supervisors
Coordinate pending leaves of absence, scheduled personal days, time-off, vacations and coverage needs.
Develop and maintain personnel files for all staff in compliance with the State Department of Education and USJ policy
Assist with coordinating random drug testing and DMV record review for authorized drivers.
Process background checks and make recommendations based on results.
Coordinate hiring procedures for Gengras staff.
Work with Human Resources to post positions and advertise openings.
Assist candidates in the application process.
Screen applicants via the phone.
Schedule and coordinate interviews and necessary paperwork.
Complete phone reference checks as deemed appropriate by Administration.
Send letters of rejection to applicants not hired.
Assist new staff with the fingerprinting process and background checks, in conjunction with Campus Safety.
Assist with new employee on-boarding and orientation.
Conduct mini-orientations with new employees on her or his first day.
High school diploma or equivalent required; two years of college preferred; extensive related experience may be considered in lieu of education.
Minimum two years of secretarial experience and/or training.
Technology proficiency and knowledge of database usage required.
Demonstrated ability to work independently yet contribute to a team effort.
Demonstrated ability to interact effectively with a diverse group of people while maintaining a high level of professionalism and confidentiality.
Ability to work collegially in a fast paced, high pressure environment.
Physical ability to perform the essential functions of the position, with or without reasonable accommodation.
Salary is commensurate with qualifications and experience.
To apply, please email a cover letter, resume, salary requirements and professional references to our Email Address.