Hampton University is seeking a secretary to provide secretarial and clerical support to the Office of the Dean for the School of Science. The qualified candidate will have excellent verbal/written communication skills and phone etiquette.
Duties and Responsibilities
Provide support to management (Dean, Assistant Dean, and Assistant to the Dean, School of Science) of administrative detail; coordinate work flow; update and follow-up on delegated tasks to ensure progress to deadlines; take initiative in managers’ absence; keep projects on schedule; maintain hard-copies and electronic filing systems for departmental records; general clerical and organizational work (i.e. requisitions, budget transfers, and purchase orders)
Compose correspondences/reports for own or manager’s signature; manage/maintain correspondences with potential student and faculty recruits to the School of Science; arrange essential mail in priority action order; check deadlines on incoming requests and priorities; process replies on own initiative or from Dean’s, Assistant Dean’s, and Assistant to the Dean’s dictation or notes; draft research or abstract reports;
Handle all inquiries within the capacity; arrange “call backs” to optimize Dean’s, Assistant Dean’s and Assistant to the Dean’s time; provide supporting materials for “call backs; conduct phone surveys/inquiries as needed
Maintain a calendar of events/activities; ascertain which events require the Dean’s presence; manage commitments to maximize Dean’s time and efficiency; prepare agenda in advance for meetings administered through the Dean’s office; maintain/store and disseminate minutes from meetings administered through the Dean’s office; schedule/arrange meeting facilities and when needed, act as recording secretary to prepare action minutes.
Recognize responsibilities pertaining to being the highest ranking secretary in the Academic unit, and act accordingly (i.e. maintain and display professional decorum of the office, and demonstrate said professionalism in all venues pertaining to the same including, but not limited to telephone conversations and general office environment); maintain the appropriate confidentiality of Dean’s office suite, and its clientele.
Other related duties as assigned.
Applicant must have a working knowledge of Microsoft Word, Microsoft Excel, type 60 wpm, and have at least a Bachelor's degree.
Banner experience is preferred.
How to Apply
To Apply: Please submit a cover letter, resume, and a completed Application for Educational Support Staff Employment to the:
Office of Human Resources
Hampton, VA 23668
**No phone calls