Under direction, the Secretary II performs varied clerical and secretarial duties for and relieve supervisor of minor administrative duties in the subdivision of Student Engagement. Maintains a close and highly responsive relationship to the day to day work activities of the office of the supervisor. Work requires knowledge of programs and procedures relating to the work of the supervisor, as well as other departmental personnel. The Secretary II is dedicated to the learning college concepts by developing programs and facilitating activities that promote student success and lifelong learning.
A summary of essential duties and responsibilities includes the following:
- Reads and routes incoming mail.
- Files routine and/or confidential correspondence and other records according to established file classification system. Maintains student files and records.
- Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
- Maintains course schedule, data, load sheets, payroll, special services contracts, independent contract forms, etc.
- Prepares and processes purchase orders and invoices for payment.
- Schedules appointments for supervisor, arranges meetings as instructed, and maintains supervisor’s calendar.
- Greets visitors, ascertains nature of business, and conducts visitors to supervisor or appropriate person.
- Coordinates printing projects for the department/subdivision with Reprographics and Marketing & Creative Services.
- Maintains financial records and department/subdivision budgets.
- May administer faculty evaluations.
- May order supplies for the department/subdivision as needed.
- Performs a variety of duties that are specific to the office of assignment and that require knowledge of the procedures, functions, and software programs used by that office.
- Performs job-related duties as assigned.
The Secretary II in the Student Engagement Subdivision Office is a key position providing support to subdivision faculty and staff as well as students. The Secretary II works proactively with the Dean to manage college and subdivision processes; especially those related to faculty procedures. The Secretary II is trained to help provide support for welcome desks in other departments within the subdivision. In addition, the Secretary II supports the Project Care emergency financial grant program and meets with students to provide funds and manage program documents.
