Division Secretary - Multiple Teams

Provide high quality and timely assistance to the Department Chairs, all faculty, and adjunct instructors in the departments, in a vast variety of administrative assignments.  Provide support to special projects, office workflow, academic support, correspondence, budgets, data compilation and records control.  This position has been evaluated for compliance with the Fair Labor Standards Act and is subject to premium pay for all hours worked in excess of 40 in payroll week. 

Rate: $16.72-$17.68, 35 hours/week

Essential Functions:

• This position has supervisor authority over work-study students in the Environmental Studies Computer Lab and the Physics/Astronomy department.
• With or without reasonable accommodation the incumbent must be able to read and write and speak the English language at a college level
• Be capable of performing sometimes complex mathematical calculations, statistical calculations and other higher mathematical operations
• Be able to communicate with all levels of the institution in written and spoken form
• Be able to maintain regular and prompt attendance

Other Duties & Responsibilities:

• Assist with hiring work study students for faculty and technicians by submitting electronic payroll authorizations.
• Support and assist the Chair(s), Program Director(s), faculty and students within the program(s).  Mentor new employees on business practices, policies, and procedures.
• Maintain budgets, order supplies and equipment, keep membership dues and subscriptions up to date for each division.
• Collect and distribute mail, maintain and respond to emails and inquiries for each division.
• Assist in coordination of faculty candidate searches.
• Prepare and maintain administrative files and documents for each division, including but not limited to meeting minutes, department reports, spreadsheets, databases, work orders, Promotion and Tenure materials.
• Compile, maintain and file all student records, lists, and documentation as required to established procedures.
• Work with Division Chairs and Program Directors on course scheduling each semester, then input it into BannerINB.
• Work with Division Chairs and Program Directors on course catalog edits annually, then make changes in Cascade.
• Assist with coordination and planning of special projects and events by making travel arrangements, preparing and submitting payment and reimbursement paperwork, arranging catering, reserving rooms and spaces, and communicating details with the AU community.
• Proctor make-up exams and quizzes for faculty when needed.
• Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people’s lives.
• Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students.
• Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience.
• Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment.
• Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols.
• Effective written and oral communication skills.
• Contributes to the overall success of the University by performing other duties as assigned.

Qualifications-Education & Experience, Knowledge, Skills & Abilities:

• High school diploma required.  Associate degree is preferred.
• A minimum of two years of experience working in an office environment as a secretary.
• Must be proficient in Microsoft Office; knowledge of Microsoft Outlook, Adobe, Photoshop, database software, and website authoring software is preferred.
• Ability to learn in-house University software systems required (BannerINB, BannerWeb, Cascade).
• Must have good math skills and be able to keep track of financial accounts.
• Must be well organized, have excellent people skills, be patient, and be customer-service oriented.  Must be discreet and able to deal with confidential information in a professional manner.  The ability to work with many types of individuals in a sensitive environment is required.

Physical Demands & Work Environment
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable 
individuals with disabilities to perform the essential functions. 

Personal Protective Equipment must be worn when required.  A respiratory function test and the ability to use respirators may be required.  Stairs and uneven surfaces may be present; artificial lifts, etc. may or may not be available.  The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus.  The Campus is located in an area that contains numerous hills and slopes and may not always be fully accessible for mobility impaired individuals. 

About Alfred University

Lighting the way for students since 1836.“We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor and community have made us a unique kind of leader since 1836.”  

Alfred University (AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities. 

Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York. To learn more, visit alfred.edu. 
 

Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law.