Employment Opportunities

Position:
Administrative Secretary
Department:
The Graduate College
Date Posted:
03/06/2013
Closing Date:
Open Until filled

Description

The Administrative Secretary provides direct support to the Dean of the Graduate College, management of the main office, and administrative leadership of the graduate application process. The position requires the highest degree of professionalism, confidentiality, multitasking, time management, organization, communicative skills, attention to detail, and an overall strong work ethic.

Duties and Responsibilities

Providing Secretarial Support to the Graduate College Dean

  • Maintain calendar; Coordinate meetings/events; Process travel arrangements; File documents in Dean’s office.

Coordinate the Graduate Application Process

  • Process web-based and hardcopy materials and prepare for departmental review
  • Record and submit application fees to the Business Office
  • Address all inquiries in a timely and sufficient manner
  • Disseminate correspondence to applicants and other constituents
  • Load application documentation into system
  • Maintain filing system
  • Respond to inquiries posed by College/School Deans & Graduate Program Coordinators

Office Management

  • Answer and manage incoming calls
  • Greet and assist constituents
  • Oversee matters relating to administrative, fiscal, operational, and personnel procedures
  • Prepare all requisitions
  • Supervise work study students assigned to the Graduate College
  • Maintain office files

General Graduate College Support

  • Assist with graduate registration
  • Record, transcribe, and distribute minutes of the Graduate College Team meetings
  • Record, transcribe, and distribute minutes of the Graduate Council meetings
  • Serve as a backup to the Counselor in his/her absence

Other duties as assigned.

Requirements

  • A bachelor's degree
  • Three to five years of administrative experience
  • Must be able to provide excellent customer service to multiple constituents
  • Highly proficient computer skills including Access, Word, Excel, Outlook, and PowerPoint
  • Able to perform multiple tasks with similar deadlines
  • Demonstrate excellent organizational and planning skills/attention to details

Qualifications

  • Banner experience (preferred)

How to Apply

Please submit a cover letter, resume, and a completed Application for Educational Support Staff Employment to the:

Office of Human Resources

Hampton University

Hampton, VA 23668

**No phone calls

 

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