Employment Opportunities

Position:
Secretary
Department:
Sociology
Date Posted:
12/03/2019
Closing Date:
Open Until filled

Description

The Secretary is an essential team member in the Department of Sociology.  As a member, she/he is required to support the Chair and all Faculty members in the conduct of their work on behalf of Hampton University.  This individual will have a broad expanse of responsibilities including: performing routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers, coordinating flow of students, laisoning with administrative support and other staff in other departments and with the executive offices.

Duties and Responsibilities

  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals;
  • Set up systems of handling, tracking and responding to requests from faculty;
  • Assist in arranging conferences, meetings, and travel reservations for Department personnel.
  • Complete forms in accordance with HU procedures;
  • Compose, type, and distribute meeting minutes and notes, routine correspondence, and reports;
  • Greet students, colleagues, visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs;
  • Locate and attach appropriate files to incoming correspondence requiring replies;
  • Mail newsletters, recruitment material, and other information;
  • Maintain scheduling and Department event calendars;
  • Make copies of correspondence and other printed material;
  • Coordinate and track bulk copying;
  • Maintain an eye on Department budget, expenditures and develop procedures to ensure tracking and fiscal responsibility;
  • Distribute incoming mail and other material, and prepare answers to routine letters;
  • Schedule and confirm appointments for students, colleagues, and faculty, as requested;
  • Collect student information sheets and prepare files for all students in programs housed in the Department of Sociology;
  • File student information sheets from faculty;
  • Set up and maintain paper and electronic filing systems for records, correspondence, and other material;
  • Collect and disburse funds from cash accounts, and keep records of collections and disbursements;
  • Observe the utmost confidence in work and activities;
  • Conduct searches to find needed information and resources, using such sources as the Internet and institutional knowledge;
  • Assist in coordination of conferences and meetings;
  • Establish work procedures and schedules, and keep track of the daily work of clerical staff, when hired;
  • Learn to operate new office technologies as they are developed and implemented;
  • Assist in projects, and contribute to committee and team work;
  • Operate electronic mail systems and coordinate the flow of information both internally and with other organizations;
  • Order and dispense supplies;
  • Pick-up checks and other correspondence from executive and administrative offices as needed;
  • Provide services to customers, such as order placement and account information;
  • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions;
  • Supervise other clerical staff, and provide training and orientation to new staff, when hired;
  • Respond to requests from the Dean, Provost’s and/or President’s Offices;
  • Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications; and,
  • Additional duties as assigned by the Chairperson.

Requirements

  • Must have a high school diploma or GED and previous professional experience

  • Proficient in Microsoft Office, scanners and facsimile machines

  • Excellent communication and organization skills

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

  • High energy and commitment to accomplishment

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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