Brief Summary of Job Duties

: Individual provides primary administrative and clerical support (administrative, budgeting, and clerical) to the SGJC Dean by managing office activities; composing/proofreading, and editing correspondence. Individual screens and directs telephone calls; screens and distributes incoming mail; shares maintenance of the Dean’s schedule as well as scheduling meetings/appointments. Interacts with University personnel (maintenance, day-to-day cleaning), acts as copier manager and copy room custodian, and performs other duties as required

Individual assists with maintenance of forms; departmental inventory and equipment (serves as SGJC property officer). Individual maintains office supplies for the Dean’s office; cleanliness of the Dean’s office and conference room, and also is copier manager, ensuring that there is a proper amount of paper and copier supplies available

Individual handles travel arrangements for the Dean (State and foundation funding); works closely with department administrative assistants, as needed, to ensure travel plans for Department Chairs and faculty/staff are submitted and reconciled properly. The individual is responsible for monthly purchase card log submission and maintains files. Individual maintains official Dean’s office travel files; processes travel advances and submission of timely travel reconciliations. Individual is SGJC designate with the Student Center for requesting and prepping for luncheons/receptions as directed by the Dean or Dean’s Designee and assists Departments with their activities

Individual assists with special projects as assigned by the Dean or the Dean’s Designee Requested Minimum Qualifications Education High School Diploma or GED.

Experience: Three years of secretarial experience. Other Preferences for Consideration The individual will also utilize telephone (answering and transferring calls); set up conference calls; be responsible for printers, laptops, and maintenance of conference room and supplies; create flyers for various Dean’s office functions. Knowledge, Skills & Abilities Comprehensive knowledge of and skill in the practical application of office practices, procedures, and equipment; of business English, spelling, punctuation, grammar, and arithmetic; of UMS policies and procedures, and the institution’s purpose, goals, and procedures. General knowledge of and skill in the use of word processing, database, and spreadsheet software programs. Skill in composing a variety of correspondence; in operating manual and automated office equipment; in managing filing systems; in gathering and summarizing information; in maintaining confidentiality of information and handling sensitive matters with discretion and tact. Ability to project a professional and positive image; to understand and follow oral and written instructions; to communicate effectively both orally and in writing; to make effective oral presentations; to interact with students, public officials and staff at all levels in a courteous and efficient manner; to plan, organize, prioritize, and execute complicated and continuing assignments without instruction; to manage office operations and staff.