Employment Opportunities

Position:
Secretary
Department:
Department of Music
Date Posted:
05/09/2013
Closing Date:
Open Until filled

Description

Hampton University is seeking a secretary to provide administrative and clerical support to the Department of Music. This position serves as a confidential secretary to the department chair. The departmental secretary will be responsible for responding to all student, faculty and administrative inquiries on the academic and administrative activities in the department including course scheduling, classroom assignments, instructor assignments and student enrollment in each of the undergraduate and graduate programs.  The departmental secretary will be responsible for budgetary procurement of office supplies, classroom materials, school related travel arrangements and other budget matter assigned by the department head.   

Duties and Responsibilities

Maintain an excellent attendance and punctuality habit

Maintain confidentiality

Prepare correspondence for chair’s signature

Write and compose grammatically correct memoranda

Coordinate and prepare departmental calendar, Music Handbook for print and for electronic distribution

Monitor faculty use of budget account for copying at Office Services

Direct students to their academic advisors

Maintain files of prospective and new students

Greet students, faculty and visitors on the phone, via email, in person, etc. courteously and with respect

Take messages and deliver messages accurately

Have excellent typing and filing skills: Accreditation self-study, contracts, reports, etc.

Keep record of and report all issues regarding repair, upkeep and overall cleanliness of all facilities to Buildings and Grounds

Prepare press releases for departmental events

Order supplies by typing requisitions or ordering electronically

Coordinate logistics for guest entertainers and guest artists

Monitor the availability of supplies and order as needed

Handle the intake of departmental documents such as syllabi, midterms and final grades

Control and ensure the security of major exams and grades for subsequent submission   

Oversee and schedule use of Dett Auditorium

Make schedules and reservations for the use of Ogden Hall

Contact Piano Technician for tuning pianos in Ogden Hall, Dett auditorium, Clark Hall, faculty and practice studios and classrooms as needed

See that all offices mail room, office machines in the administrative area are secure at the end of each workday

Maintain an ongoing record of spending, transfers, waiving, etc regarding budget

Keep office space organized and orderly

Prioritize tasks and keep up with deadlines

Prepare recital printed programs for recitals, concerts, guest performers, etc

Coordinate ushers for recitals, concerts, etc

Provide support to department head relative to all assigned responsibilities including Miss HU Pageant, the Musical Arts Society, etc.

Monitor the use of and make sure that the copiers and fax machine are maintained

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

Qualifications

  • Perform multiple tasks and work effectively under pressure

  • Demonstrate excellent organizational skills

  • Excellent in team oriented environment

  • Ability to provide services and accurate information in a courteous and timely manner

How to Apply

Please submit a letter of interest, resume, and a completed Educational Support Staff Employment Form to:

Office of Human Resources

Hampton University

Hampton, VA 23668

hroffice@hamptonu.edu

 *No phone calls

**Incomplete applications will not be considered

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