Position InformationPosition Title Executive Secretary, College of Arts & Sciences
Category Clerical Position Number C9998 Posting Number S0001001 Location Chicago Open Date 01/19/2023 Close Date Open Until Filled? Yes Job Type Full-Time Working Hours Position Summary
The Executive Secretary is the main interface between the Dean's office in the College of Arts and Sciences and all internal and external constituencies, and represents the office in a positive and hospitable manner. The Executive Secretary provides executive level administrative support to the Dean of the College of Arts and Sciences and other college leaders as assigned.
This is a full-time, clerical, non-exempt position located on the Chicago campus and works under the supervision of the Dean of College of Arts & Sciences. The incumbent will become a member of OPEIU local 391 and the hourly rate is $26.71, as outlined in the OPEIU local 391 union contract.
COVID -19 Vaccination Policy: Roosevelt University requires all new hires to be compliant with our COVID-19 vaccination policy, found at the COVID-19 website. Documentation will be required should an offer of employment be made.
Title IX Contact Information: Federal Title IX policy requires that all colleges and universities make known the contact information for the person responsible for coordinating its efforts to comply with Title IX regulations. At Roosevelt University, the Title IX Coordinator is Shana Ware. Her office is in the Auditorium Building of the Chicago campus, 430 S. Michigan Avenue, 204A. She can be reached at (312) 341-3761 or [email protected] Do not contact this email address for inquiries about your job application; if you have questions, you may email [email protected]
Knowledge, Skills and Abilities Required
Please refer to minimum qualifications
Years of Experience Required 4 Required Education Some College Certification/Licensure Required Minimum Qualifications
Supervision/Direction: Individuals at this grade level will work independently in an unstructured and unpredictable environment, and may in fact be responsible to develop and maintain the structure of the office.
Responsibility for Others: Individuals at this grade level may oversee the efficient operation of the office and the completion of assigned work. Individuals at this grade level may train, assign and oversee the work of student workers, hourly or other clerical staff. Individuals may be responsible for the accuracy, completion & timeliness of other's work. Individuals may process timesheets and other HR-related paperwork. While clerical employees may oversee the work of others, they may not have responsibility to hire, discipline or terminate.
Problem Solving, Follow-up, Decision- Making and Planning: Individuals at this grade level have the ability to assess situations, make and implement decisions, and hold others accountable. Individuals must have the ability to create both short- and long-term plans and communicate the plans to others.
Level of Interaction & Confidentiality: Individuals at this grade level have the ability to communicate effectively and maintain confidence in very important matters. Individuals must have the ability to use diplomacy and tact to enhance work relationships.
Equipment – Supplies & Maintenance: Individuals at this grade level are most likely responsible to oversee others who maintain the office equipment and supplies.
Education and Work Experience: Individuals at this grade level must have completed a minimum of three years of college (90 credit hours) and a minimum of five years professional office experience or fouryears progressive experience. One-year college education may substitute for one-year office experience and vice-versa.
Computer Skills: Each MS Office component must be successfully completed at 85% in a proctored setting using Kenexa Prove It! software
Ability to exercise independent judgement and work effectively both independently and as part of a team.
Ability to be resourceful, make informed decisions and communicate these decisions as necessary.
Ability to take initiative and manage projects and work collaboratively in identifying and communicating opportunities for improvement.
Demonstrated ability to communicate thoroughly and provide timely response and/or follow-up to individuals at all levels both inside and outside the University.
A broad understanding of the University's various colleges and administrative units, and in depth knowledge of the College of Arts and Sciences.
Demonstrated experience working with data and file management within programs such as MS Teams, Qualtrics, and learning management systems (Blackboard) or ability to learn the use of these systems.
Standard office equipment (computer, phone, copy machine)
Normal climate-controlled office environment is provided. Job is largely sedentary, but there is a need to move about the office and buildings frequently. Occasional bending, stooping, lifting, pushing and/or pulling is required (typically less than 10 pounds of weight or pressure). Regular use of desktop computer is required, calling for frequent hand/wrist movement and repetition. Moderate level of stress. Occasional travel within the local or regional setting may be required.
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