Administrative Secretary

Administrative Secretary

Category: Clerical Subscribe: Department: Management, Marketing & Logistics Locations: Normal, AL Posted: Feb 14, 2023 Closes: Open Until Filled Type: Full-time Position ID: 159097

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About Alabama A &M University :

Alabama A&M University (AAMU), an 1890 Land-Grant institution located in the high-tech center of Huntsville in northern Alabama, invites applications for the positions listed below. Situated in the northeast quadrant of the city of 200,000, the hillside campus is just four miles away from downtown Huntsville. AAMU offers its 6,100-student population a wide range of course offerings under the College of Agriculture, Life and Natural Sciences; College of Business and Public Affairs; College of Education, Humanities and Behavioral Sciences and College of Engineering, Technology and Physical Science. The School of Graduate Studies serves about 1,400 and offers doctoral degree programs in Applied Physics, Food Science, Plant/Soil Science and Reading/Literacy.

Job Description:

Summary:

Reports to the unit head or department chairperson and may supervise all other secretaries and student assistants assigned to the unit or department office. Organizes and implements procedures for executing various administrative assignments.

Essential Duties and Responsibilities:

Reports to the unit head or department chairperson and may supervise all other secretaries and student assistants assigned to the unit or department office.

Organizes and implements procedures for executing various administrative assignments.

Compiles factual information from files, records, publications, and other sources and tabulates this information following standardized report forms.

Determines when pertinent materials for the files should be attached to certain documents with which the supervisor must deal.

Reviews incoming correspondence to promptly alert the supervisor to matters of particular concern or interest and to transmit routine correspondence to an appropriate office for action.

Composes drafts of reports and letters for the supervisor's review and trans­mits replies to routine correspondence on the supervisor's behalf.

Assists in arranging meetings of the unit's staff or faculty and serves as recording secretary.

Takes dictation or transcribes from electronic dictating equipment in preparing finished correspondence, reports, or materials as assigned

Types minutes, correspondence, and other documents relating to the operation of the unit or department and proofread these materials to ensure their accuracy.

Establishes and maintains accurate and current files of letters, reports, re­cords, and other documentary materials and ensures that information in these files is confidential.

Answers the telephone, places call, makes appointments and reservations, receives visitors, and functions as an office receptionist.

Performs any other duties that the immediate supervisor may assign.

Provides administrative services to the Department of Management, Marketing & Logistics faculty, Program Coordinators, and students.

Gatekeeper for the Chair of Management, Marketing & Logistics programs and provides administrative services.

Manages the faculty's requests for requisitions, encumbrances, ePAFs, student scholarships/stipends, purchase orders, quotes, office and lab supplies, typing/editing documents, papers, exams, and spreadsheets.

Contacts appropriate departments to obtain instructions on processing payroll issues, accounts payable and budget issues, course registration, graduation requirements and forms, and student admissions.

Maintains the budget by utilizing the Banner software for producing budget transfers, requisitions, and reimbursements, as well as keeping track of shipments.

Provides academic statistics of our Management, Marketing & Logistics students and submits forms.

Manages Management, Marketing & Logistics department accounts such as reimbursements, placing purchase orders, and deposits checks of funds.

Independently develops and maintains alumni database contact information by tracking phone, email, and employment information.

Serves as Liaison between the computer technician and department computer users. Reports to the computer technician all computer hardware and software issues and is knowledgeable enough to troubleshoot some problems herself.

Supervises bi-weekly students with copying documents, answering the phone, etc. Assists with managing graduate assistants under the direction of the instructors/chair. Handles submitting all payroll paperwork for students.

Helps welcome first-time freshmen by encouraging them to visit the department, introducing them to our curriculum, and having them speak with the Chair.

Assists students with AAMU procedures and policies.

Assists students by performing the task on Banner using the Registration Permit-Override form to add courses that need pre-requisite approval, capacity override, or consent of the instructor. In some cases, we use paper override forms.

Provides a direct line to students to assist them with departmental policies or direct them to departments that can address their problems.

Organizes the department meetings by ordering refreshments and transcribing the minutes and departmental meetings.

Responsible for submitting and tracking requisitions, EPAFs, and budget paperwork for Contracts or Grants as requested by faculty.

Requirements:

Minimum Position Requirements (including certifications, licenses, etc.):

A Bachelor's degree. Two (2) years of administrative or clerical experience.

Knowledge, Skills, and Abilities:

Extensive knowledge of office management policies, practices, and procedures Ability to compose and prepare reports, records, and correspondence Ability to exercise judgment and discretion in interpreting and applying operational policies and procedures Ability to understand and execute complex written· and oral instructions Ability to make accurate calculations and deal with statistical data Ability to take dictation and to operate a word processor at a corrected rate of sixty words per minute Knowledge of supplies, equipment, and services ordering and inventory control Knowledge of Microsoft programs, including Excel, Word, and PowerPoint Working knowledge of office management proactive and procedures Working knowledge of business English, spelling, and commercial mathematics Skill in the use of operating essential office equipment Organizing and coordinating skills Word processing and data entry skills Ability to compose and prepare accurate reports, records, and correspondence Ability to prepare and maintain complex clerical files, including statistical reports and materials Ability to deal effectively with the public in giving and obtaining information, referring callers, and arranging appointments Ability to maintain the confidentiality of records and information Ability to communicate effectively, both orally and in writing

Additional Information:

SALARY:

The salary for each position is based on the grade/tier in which the position is placed, and the salary within the grade/tier is based on the number of years of related experience or number of years in the hiring rank.

CLOSING DATE: Open Until Filled

Alabama A&M University is an Equal Opportunity/Affirmative Action Employer

Alabama A&M University encourages applications for employment from persons who are members of groups that have been underrepresented based on race, color, national origin, gender, age, or disability.

Application Instructions:

Please submit the following documents online to be considered for the position:

Employment Application

Resume (include all work experience/history)

Cover letter

Unofficial transcript (if applicable)

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URL: www. aamu.edu

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