Academic Secretary - Loras College

POSITION SUMMARY. Loras College seeks a reliable, responsible, and collaborative individual for the Academic Secretary position for the School of Science and Health. The Academic Secretary is responsible for providing secretarial and clerical support to Associate Dean of the School of Science and Health, as well as several academic programs. The Academic Secretary will engage directly with the Associate Dean, as well as academic program faculty, to provide a range of support from answering phone calls, preparing reports, assisting with record keeping, answering questions, greeting visitors and students, working on projects, and so on. This position reports directly to the Associate Dean of the School of Science and Health and collaborates with faculty and other personnel across campus.

Job Duties and Responsibilities:

The Academic Secretary

• Coordinate and schedule meetings, appointments, and conference calls for the Associate Dean.
• Process supply orders, expense reports, travel reimbursement and Business Office forms as needed.
• Sorts and distributes incoming mail to appropriate personnel; collects and distributes outgoing mail in a timely manner.
• Answer and place telephone calls. Records or relays message to the appropriate person.
• Report building problems to Maintenance or Physical Plant and submit work orders.
• Assist with room reservations.
• Assist with meeting scheduling.
• Create SharePoint announcements.
• Maintain copier, printer and fax machines.
• Maintain and organize storage rooms.
• Process check requisitions, advances and PO's.
• Assist the Associate Dean with budget management.
• Order supplies for assigned academic programs.
• Obtain receipts and process monthly expense and p-card reports.
• Assist with budget tracking.
• Prepares documents and type reports as assigned.
• Assist with maintaining Associate Dean schedule in Outlook.
• Make appropriate arrangements for new faculty members.
• Provide clerical support for program review and/or accreditation review.
• Gather course syllabi for each term and upload to SharePoint.
• Occasionally assist in preparation and distribution of course materials.
• Occasionally assist with exam proctoring.
• Verify room assignments on the class schedule.
• Support the processing of paperwork for May-Term travel
• Supports the mission and vision of the College and respects the College's Catholic tradition.
• Attend School meetings, taking and preparing minutes.
• Performs related duties as assigned.

POSITION QUALIFICATIONS.

Education: High School Graduate or General Education Degree (GED) required.

Experience: Two to four years of general secretarial experience.

Computer Skills: Knowledge of Microsoft Office Suite including Outlook, Word, Excel, Power Point, Publisher, Sharepoint, and Colleague.

Other Requirements: Good knowledge of secretarial practices and procedures. Good knowledge of English, grammar, sentence structure, spelling and punctuation. Ability to understand and follow oral and written instructions. Ability to establish and maintain effective working relationships with faculty members, students, professional staff, administrators and vendors. Ability to handle confidential work with tact and discretion. Ability to adapt to work pressure and meet deadlines. Good organizational and self-management skills. Ability to continue professional development.

COMPENSATION. Commensurate with qualifications, education and experience. Fringe benefits include medical/dental/life/disability insurance, flexible spending plan, TIAA-CREF retirement plan, and tuition remission program, membership at Wellness Center and Graber Sports Center/San Jose Pool, free admission to many college events and free off-street parking.

THE COLLEGE. Founded in 1839, Loras College is a Catholic, four-year, coeducational, liberal arts institution that includes pre-professional and career preparation and is dedicated to high academic, ethical and moral standards. The Loras College community embraces the core values of truth, respect, responsibility excellence, and service that define the way we work, behave, and relate with others. These values align with our college mission: Loras, as a Catholic liberal arts college, creates a community of active learners, reflective thinkers, ethical decision-makers and responsible contributors in diverse professional, social and religious roles. The student body consists of approximately 1,300 students, over 90 percent of whom are full-time undergraduates. The college is a wireless, laptop campus and there will be opportunity for developing technology-rich, interdisciplinary courses for the general education curriculum.

THE COMMUNITY. Loras College's 60-acre campus is located on one of Dubuque's highest bluffs, overlooking the Mississippi River at the junction of the states of Iowa, Illinois, and Wisconsin, about 3 hours west of Chicago. Dubuque's population is approximately 60,000 and its nineteenth century architecture is woven into limestone bluffs and provides a picturesque backdrop to the river landscape. Many residential and commercial areas have been designated as historical districts to preserve Dubuque's unique heritage. Its strong education base supports numerous cultural activities, and in addition, there are sporting events, shopping facilities, schools, and churches that are convenient to its residents. The climate has marked seasons with a comfortable summer, cool spring and fall, and a winter that encourages a variety of sports that have in recent years attracted a growing tourism industry.

APPLICATION DEADLINE. Review of applications begins immediately and continues until the position is filled. For more information contact Dr. Kate Parks, Associate Dean of the School of Science and Health, at kathrin.parks@loras.edu.

APPLICATION PROCEDURE. Applicants must go to: http://loras.iapplicants.com to apply. Please upload: a cover letter, curriculum vitae, and the names and contact information of three references. References will not be contacted without prior approval from the candidate. The finalist will need to pass a background check before receiving a written employment offer.

Loras College is an equal opportunity employer committed to creating an educational and work environment that is inclusive, rich in diversity, and supportive of all students, faculty, staff. Individuals from diverse racial, ethnic, and cultural backgrounds, women, veterans, and persons with disabilities are strongly encouraged to apply. Please visit www.loras.edu for additional information about Loras College.