Division Secretary

Responsible for providing overall secretarial/clerical support to an Academic division by establishing and maintaining a system of office procedures designed to promote efficient operation of a given Academic area and coordinating work assignments for other clerical staff.

This is a Support Staff Union position as stated in the Support Staff collective bargaining agreement-Grade Level 9 1.

Maintains a variety of division records and disseminates routine and special communications as required.

2.

Processes all paperwork in support of division activities.

3.

Provides typing/word processing services to Dean/Assistant Dean and occasionally to division staff.

4.

Serves as a general resource to students, faculty, and staff relative to division activities.

5.

Provides timely and courteous phone coverage.

6.

Opens, sorts, stamps, and forwards mail to departmental staff.

7.

Arranges appointments and meetings for Dean/Assistant Dean, takes and transcribes minutes and distributes materials.

8.

Maintains appropriate files in support of the Dean/Assistant Dean's activities.

9.

Assists in maintaining budgetary records, preparing reports, and gathering data as requested.

10.

Distributes class rosters, orders textbooks, prepares adjunct reports, assists in arena registration and performs drop/adds for students.

11.

Manages the division payroll, submitting time cards and distributing checks.

12.

Coordinates office activities in absence of Assistant Dean/Dean.

13.

Performs other related duties as assigned.

OVERALL PURPOSE AND RESPONSIBILITY: The primary and most important overall responsibility of all employees is to provide service in a pleasant, helpful, and effective manner to our students and other members of the College community.

Education Required: 1.

High school diploma or equivalent 2.

Completion of additional specialized courses Experience Required: Two (2) years of related experience Skills/Abilities /Knowledge /Other Requirements: 1.

Word processing skills.

2.

Good English skills.

3.

Good organizational skills Accepts responsibility for the timely preparation of student outcomes assessment efforts of the faculty in planning, collecting data, and reporting dates as they relate to course outcomes, program outcomes, general education outcomes, and developmental program outcomes.

Actively participates in ordering office supplies, prepare travels documents, and handling all projects as assigned.

EMPLOYEE CLASSIFICATION: Support Staff