Secretary (CHDCM) - Seton Hall University

Secretary (CHDCM)

Job no: 496462
Full time/Part time: Full-time
Location: South Orange
Categories: Staff

The College of Human Development, Culture, and Media's Office of the Dean requires a Secretary with superior digital fluency and attention to detail to support the College's leadership in the day-to-day administration of the Office, while demonstrating an ability to work independently and meet varied deadlines with urgency. The Secretary reports to, and works closely with the Manager, Administrative Services. Responsibilities include efficient and effective assistance with a range of activities related to the College's Business Affairs, Office Maintenance, Support Strategies, and Operational Excellence. Relative to the Secretary's responsibilities and placement in the Office of the Dean, the Secretary is expected to be collaborative while maintaining a high degree of confidentiality and discretion.

Duties and Responsibilities:

Business Affairs - Complete an initial review for completeness and University policy compliance of all paper and electronic finance records drafted by faculty and administrators across the College's Affiliated Units (approximately 10, e.g., WSOU Radio Station, Brownson Speech and Debate Team, Jazz'n the Hall, Classical Concert Series, Arts Council, Institute for Communication and Religion, TV Studio, Center for Sports Media, Choral Society, Office of Fieldwork and Certification). The position ensures accuracy and compliance with purchasing, preparing check requisition, invoices, ordering office supplies and assistance with generating Travel and Expense reports. The Secretary is expected to have extensive attention to detail and be familiar with the College's chart of indexes, account codes, and processing requirements.

Office Maintenance - Identify the fulfillment of routine work orders (lights, bathrooms, heat, air conditioning, ceiling tiles, etc.) across each of the CHDCM's facilities (requires a minimum of a weekly walk through of all buildings with a CHDCM presence) and report any issues to the Manager, Administrative Services. CHDCM buildings currently include Art Center, Fahy Hall Lower Level, Arts & Sciences Hall, Jubilee Hall, Corrigan Hall Music Center, Theatre in the University Center, and WSOU Radio Station/Rec Center.

Support Strategies - Assume the duty of clerical and administrative assistance to optimize workflow procedures in the office. Responsibilities include reserving meeting rooms, equipment and related technology resources, and securing dining/catering arrangements for all affiliated unit events and related areas as assigned. Provide reasonable related specialized support, aligned with the multi-year implementation of the new CHDCM, as directed and with advance notice.

Operational Excellence - Support the Office (specifically the Coordinator of College Initiatives) with routine and ad-hoc event planning and logistics. Facilitate and assist with mailings and correspondences throughout the academic year. Audit University Calendar and submit Academic Affairs Event List Form for all CHDCM events. High degree of multi-tasking and time management capabilities. Excellent written and verbal communication skills, and follow up required. The CHDCM is largely paperless and all documents require processing to a variety of different SharePoint internal sites.

The Secretary is expected to have excellent data entry skills, good observation with a professional demeanor. Exceptional time management and organizational skills.

Required Qualifications:

High School Diploma or GED. Vocational or technical training. Significant experience (3-5 years) may offset preferred bachelor's degree.

Desired Qualifications:

Associate or Bachelor's Degree. Higher education office management (strongly preferred), Events Management, Microsoft Office Suite, and SharePoint. Preparing varied and occasionally sensitive correspondence.

Salary Grade:

Staff Union (Local 153) - SU17.0

Exempt/Nonexempt: Nonexempt

Physical Demands: General Office Environment

Special Instructions to Applicants:

Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.

Advertised: 18 Sep 2024 Eastern Daylight Time
Applications close: