Secretary, Creative Arts & Media/Teacher Ed & Human Services

Advertised Position Title: Secretary, Creative Arts & Media/Teacher Ed & Human Services Job Description: Essential Functions: Office Administration 1. Serves as a primary point of contact for assigned departments by answering telephone calls, receiving and directing visitors, responding to routine inquiries, taking messages, and distributing mail and materials. 2. Prepares and distributes departmental correspondence and documents as requested, including confidential correspondence, memoranda, letters, reports, meeting materials, minutes, and contracts.

3. Initiates and processes purchase requisitions and purchase/coordinates orders and maintains accurate purchasing and expenditure records. 4. Monitors departmental office and instructional supplies and places/coordinates orders as authorized. 5. Uses College information systems and administrative software to complete assigned office responsibilities and maintain departmental information. 6. Prepares, maintains, and distributes departmental contact lists, schedules, directories, and other operational records in accordance with College procedures.

7. Assists department heads with class cancellations by completing required notifications, communicating with students and faculty, posting information, and distributing course materials as directed. 8. Receives, organizes, maintains, and distributes faculty schedules, course syllabi, and other required instructional materials. 9. Maintains organized electronic and physical departmental records in accordance with College policies, records-retention requirements, and confidentiality standards.

10. Processes facilities, technology, and maintenance requests and follows up with the appropriate College offices as needed. Faculty and Staff Support 1. Assists new full-time and part-time faculty by preparing materials, and providing access to departmental information and resources. 2. Provides faculty and staff with required forms, procedural information, and other departmental resources. 3. Schedules department, program, advisory committee, and other assigned meetings; reserves meeting spaces; prepares and distributes materials; and coordinates meeting logistics.

4. Records and prepares meeting minutes as assigned and maintains and distributes approved meeting records in accordance with College procedures. 5. Assists with maintaining departmental websites, learning-management-system content, shared electronic resources, and other departmental communications as assigned. Curriculum and Program Support 1. Coordinates departmental textbook and instructional-material information each semester and communicates required information to the College bookstore and other appropriate offices.

2. Assists faculty with obtaining examination copies, instructional resources, and other course-related materials. 3. Maintains course syllabi, course outlines, assessment materials, and other curriculum records in accordance with departmental and College procedures. 4. Provides administrative support for student-learning assessment, program review, accreditation, and other academic quality-assurance activities.

5. Assists with collecting, organizing, entering, and maintaining program and course information as directed by department heads. 6. Maintains confidential academic and program records in accordance with College policies and applicable privacy requirements. Department Administration 1. Provides administrative support to department heads and other assigned School of Liberal Arts administrators. 2. Maintains calendars, schedules appointments, and coordinates meetings and other departmental activities as requested.

3. Completes and processes College forms, personnel documents, employee requisitions, contracts, and other administrative records as directed. 4. Assists with scheduling interviews, preparing interview materials, communicating with candidates, an