Employment Opportunities

Position:
Secretary
Department:
President's Office
Date Posted:
09/17/2019
Closing Date:
Open Until filled

Description

Hampton University’s Office of the President is seeking a Secretary to support the administrative and clerical activities of the Office of the Chief of Staff by providing high-level administrative support, managing the Chief of Staff’s calendar, planning special events and other matters assigned by the Chief of Staff or President.

Duties and Responsibilities

  • Use principles of good customer service to answer telephone, screen, direct calls, take and relay messages accurately and provide adequate information to callers.

  • Schedule appointments, coordinate meetings, maintain calendar both manually and electronically.

  • Perform general office/administrative tasks such as preparing correspondence for signature; writing and composing grammatically correct letters, announcements and memoranda; collating and assembling documents; accepting and delivering interdepartmental correspondence and other documents across campus, photocopying/faxing/scanning correspondence and reports; scheduling and setting up meetings, as well as typing minutes.

  • Operate a computer to view, enter, edit, format, revise, print, process and distribute information; plan, create and produce a variety of written materials such as forms, correspondence, manuals, agreements, lists, charts, reports, records, schedules, templates, and other documents of similar complexity.

  • Develop, update, and retrieve data. Establish, maintain, and update files, records, accounts and other information as needed to support and document functional operations and activities.

  • Log information into manual or automated systems; track and monitor progress of requests, actions, files, documents, programs, etc. to include setting up and maintaining follow-up files.

  • Keep office space organized and orderly.

  • Coordinate special event set-ups with University staff.

  • Coordinate visits for special guests.

  • Adhere to all University policies and procedures as it relates to faculty and staff conduct while maintaining an excellent attendance and punctuality habit.

  • Other duties as assigned by the Chief of Staff.

  • This position reports to the Chief of Staff and the President.

Requirements

  • Some college or 3 years progressively responsible related work experience, or any equivalent combination of education, experience, and training that provides the required knowledge, skills and abilities.

  • Considerable knowledge and experience in the application/operation of Microsoft Office Suite software programs (particularly Word and Excel) that go far beyond basic word processing. Work may involve the design and development of documents, spreadsheets, and graphic materials needed for internal and external presentations.

  • Knowledge of administrative and clerical procedures.

  • Knowledge of customer service principles and practices.

  • Keyboard skills and ability to work a multi-line phone.

  • Excellent communication and organization skills.

  • Ability to work well either alone or as part of a team.

  • High energy and commitment to assigned tasks.

Qualifications

  • Must possess strong verbal and written communication skills.

  • Must demonstrate excellent organizational skills and possess the ability to multi-task.

  • Must work excellently in a team-oriented environment.

  • Must possess good interpersonal skills/human relations (friendly, open and approachable and have ability to provide services and accurate information in a courteous and timely manner.)

  • Must possess a strong ability to work independently and be a self-starter.

  • Must possess effective problem solving and decision-making abilities.

  • Must be proficient with Microsoft Office Suites and applications to include Excel.

How to Apply

Please submit a cover letter, resume, and a completed Application for Educational Support Staff Employment either in person, via email at HROffice@hamptonu.edu, or fax to (757) 727-5969:

Office of Human Resources

Hampton University

Hampton, VA 23668

**No phone calls

**Incomplete applications will not be considered

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