Title: Secretary 2
Department Org: Dean - JHCASE - 112150
Employee Classification: H3 - Comm Workers of America FT
Bargaining Unit: Communication Workers America
Primary Location: MC AC
Shift: 1
Start Time: 8:30am End Time: 5:00pm
Posted Salary: $18.20
Float: False
Rotate: False
On Call: False
Travel: False
Weekend/Holiday: False
Job Description:
As the college office primary receptionist, this position represents the Judith Herb College of Arts, Social Sciences and Education (JHCASE) and serves as the first point of contact for guests. It provides the necessary secretarial support for the leadership team of JHCASE, coordinates the I-9 verification process for student and part-time faculty employed by the college and assists in the coordination of college events.
Principal Duties and Responsibilities:
Serves as the college’s primary receptionist. Duties include answering multi-line phones, greeting visitors, faculty, administrators, tracking appointments, and monitoring the college’s email accounts.
Provides secretarial support for the associate deans of JHCASE and other leadership and administrative staff as necessary. Duties include: typing memos, letters, and other correspondence; completing forms; preparing PowerPoint presentations; creating new spreadsheets as needed; utilizing the merge letter functions to send out mailings; maintaining an accurate and updated filing system.
Provides secretarial support to aid in the administration of the college’s faculty affairs activities, including annual faculty reviews, workloads, sabbatical proposals, etc., its institutional effectiveness activities (program review and assessment) and strategic planning. Duties include corresponding with department chairs and program directors, collecting and distributing reports and faculty dossiers and proposals, assisting with data compilation and creating college reports, and copying the documents necessary for maintenance of accurate files.
Provides secretarial support for college committees by communicating with committee chairs, setting up meetings, providing and distributing information for meetings and initiatives.
Coordinates college and departmental student and part-time faculty I-9 verifications. Schedules student and new hire faculty through third party Intellli-Corp processing: plans, reviews and submits federal documentation.
Assists in the coordination of college events (e.g., distinguished lectures, receptions, alumni events, honors graduation ceremonies)by procuring venues, corresponding with speakers, completing and sending contracts, setting up accommodations for speakers and guests, producing program booklets for graduation, assisting with outstanding student nominations and selection, assisting with publicity and its distribution.
Supports the college’s enrollment and retention manager as needed by aiding with recruiting activities.
Process direct pay, travel and p-card statements for various events for check request reimbursement from the UT Foundation. Gathers and organizes information/data for various uses as requested by Dean's executive assistant and other administrators.
Provides support and direction to college-wide secretaries, administrative assistants and account clerks as information is gathered and received.
Places orders for office supplies, organize supply cabinets, maintain inventory of supplies.
Other duties as assigned.
Minimum Qualifications:
Education/experience/licensing:
• Successful score on the typing (30 WPM) and Secretarial assessment tests for those not already in the classification.
• High School Diploma or GED required. B.A/B.S. preferred.
• One year related office support work experience required.
• Prior Secretarial Experience preferred.
• Able to utilize all aspects of Microsoft Office- Word, Excel, PowerPoint, and Access.
• Knowledge of Banner, Web Report Library, and Application Xtender is preferred.
Communication and other skills:
• Ability to work independently as well as part of a team, required.
• Excellent organizational skills, required.
• Able to communicate and work effectively with people from a variety of diverse backgrounds, required.
• Excellent written and verbal communication skills.
• Ability to perform duties with initiative and independence, required.
• Must have the ability to meet the requirements to complete and maintain mandatory training per the University mandatory training policy pursuant to the deadlines set forth therein.
Preferred Qualifications:
Conditions of Employment:
To promote the highest levels of health and well-being, the University of Toledo campuses are tobacco-free. Pre-employment health screening requirements for the University of Toledo Health Science Campus Medical Center will include drug and other required health screenings for the position.
Equal Employment Opportunity Statement:
The University of Toledo is an equal opportunity employer. The University of Toledo does not discriminate in employment, educational programs, or activities on the basis of race, color, religion, sex, age, ancestry, national origin, sexual orientation, gender identity and expression, military or veteran status, disability, familial status, or political affiliation.
The University is dedicated to attracting and retaining the best and brightest talent and fostering a culture of respect.
The University of Toledo provides reasonable accommodation to individuals with disabilities. If you require accommodation to complete this application, or for testing or interviewing, please contact HR Compliance at hrcompliance@utoledo.edu or 419-530-4747 between the hours of 8:30 a.m. and 5 p.m. or apply online for an accommodation request.
Computer access is available at most public libraries and at the Office of Human Resources located in the Center for Administrative Support on the UToledo Main Campus.