Half Time Secretary – College of Health Sciences (DMS, PTA, Social Work)

POSITION TITLE: Secretary

DEPARTMENT: College of Health Sciences

POSITION STATUS: Part Time (20-25 hours/week), 12-month

POSITION REPORTS TO: Assigned Program/Division Director, College of Health Sciences

JOB SUMMARY: Under the direction of the Program/Division Director(s), the secretary of the College of Health Sciences provides support for a wide range of operations in the assigned department(s) and provides assistance to the Dean, department administrator(s) and faculty. The secretary will support the department(s) in achieving its mission and goals.

Serving University of Saint Francis (USF) students and the USF community is paramount. To provide a consistent quality experience across the university, the USF Way, outlined in the Employee Handbook, is used to describe service expectations for all employees.

MAJOR RESPONSIBILITIES/ACTIVITIES:

Communicates effectively verbally, electronically, and in writing with various internal and external stakeholder including administrators, faculty, students and other staff and individuals inside and outside of the university community

Uses various software to manage programmatic materials, correspondence, policies, reports, clinical contracts, etc. as directed by Supervisor

Maintains reporting of student clinical verification data

Assists the Supervisor with reports, self-study documents, surveys, statistical summaries and other requirements associated with maintaining accreditation of departmental programs

Oversees scheduling and coordination of various department meetings and activities

Works with the Supervisor to monitor the department operating budget, orders departmental supplies, prepares purchase orders, and reconciles the monthly budget statements as directed

Maintains departmental webpages as directed

Attends department, school-wide and staff meetings; records meeting minutes as requested

Consistently demonstrates behaviors and attitudes congruent with the University of Saint Francis and the Franciscan Values

Is willing to work outside normal business hours as needed

Performs other duties as assigned.

USF WAY:

University of Saint Francis (USF) employees demonstrate a commitment to the University's mission and support of its Catholic and Franciscan traditions. Employees provide the intellect, empathy and ability to serve our students and community. The USF Way of serving is a source of pride for many employees. To provide a consistently high level of quality experience across our university, we provide the following service expectations for all employees. These standards have been tailored by position and responsibilities, and are incorporated into performance evaluations.

Standard #1: Provide opportunities for deeper conversations, prayer and reflection.

Standard #2: Utilize best practices in communication and service.

Apply care to your words and deeds to ensure respect for others.

Commit to follow through without exception and with quality.

Offer additional assistance after serving as in, “How else may I assist you?”

Respond promptly, whether in person, via phone, or email.

Standard #3: Recognize and celebrate milestones and achievements.

Standard #4: Use resources wisely and support green initiatives.

MINIMUM QUALIFICATIONS

Education

High School Diploma required, College degree preferred

Experience

Minimum of 1 year experience in secretarial support; experience in a university setting preferred

Knowledge and Skills :

Competence in office operations, policies and procedures, and business communications

Proficiency in use of computer software and office equipment

Strong interpersonal and communications skills, both verbal and written, to effectively interact with students, faculty, staff and community members

Discretion concerning information of a confidential nature, such as personal identification information of students and employees, student progress and performance, or faculty salary

Organizational skills necessary to plan the workday, arrange meetings, prioritize tasks, and complete various projects

Math skills to maintain and verify department statistical information and budgets

Team attitude, a student-centered approach and an ability to work effectively with people from diverse backgrounds

Professional Development

The Secretary is expected to demonstrate a commitment to learning and growth by:

Actively participating in the annual Employee Development Day

Participating in activities that enhance personal and professional growth and renewal

Expanding knowledge on an ongoing basis

Annually identifying specific development needs and a plan of action

Establishing and evaluating performance goals annually

Attending in services as directed to update knowledge and skills