Employment Opportunities

Position:
Secretary
Department:
Cancer Research Center
Date Posted:
06/06/2018
Closing Date:
Open Until filled

Description

The Hampton University Cancer Research Center (HUCRC) is seeking a secretary to support the administrative and clerical activities of the center. The Secretary serves as office manager for the HUCRC staff and is responsible for providing intermediate to advance administrative and technical support, as well as budgeting and procurement of office and laboratory supplies, travel arrangements and other budget matter assigned by the department head. Should be proficient in nearly all aspects of the work, and may function in a “lead” role with regard to ongoing work or special project/team oriented assignments. The Incumbent also participates in data collection, survey administration, and assists with internal and external reporting.

Duties and Responsibilities

  • Uses principles of good customer services to answer telephone, screen, direct calls, take and relay messages accurately and provide information to callers

  • Schedule appointments, co-ordinate meetings, maintains diary either manually or electronically, and organizes conferences and seminars.

  • Performs general office/secretarial tasks such as monitoring/ordering standard office supplies; preparing correspondence for chair’s signature; writing and composing grammatically correct memoranda; collating and assembling documents; accepting and delivering inter-department correspondence, photocopying/faxing correspondence and reports; attend meetings and take/distribute minutes.

  • Operates a PC to view, enter, edit, format, revise, print, process and distribute information; plans, creates and produces a variety of written materials such as forms, correspondence, manuals, contracts, agreements, lists, charts, reports, records, schedules, templates, and other documents of similar complexity.

  • Coordinates documents and tracks pertinent data to meet the information and reporting needs of the work unit; evaluates reporting/recordkeeping requirements and recommends best means of tracking data; gathers data and calculates information for the department; reviews a variety of statistical information to identify trends.

  • Gathers and complies data from a wide variety of sources; assists in determining most appropriate information source and researches records to locate specific information; fills out forms according to established instructions.

  • Acts as a problem identification and resolution resource, answering questions, providing guidance, troubleshooting and following up with customers in resolving problems; may coordinate (or act as liaison) between functions/departments as required  to facilitate problem resolution.

  • May assume administrative responsibility for a specific project, conducted independently or with the assistance of other employees; identifies resource needs and develop an action plan if warranted; may set up plans and procedures for achieving objectives and providing leadership to work teams as assigned.

  • Researches, assembles, and disseminates function-related materials and documentation as required; searches records to locate specific information; checks materials for accuracy and completeness.

  • Develops, updates, and retrieves data.  Establishes, maintains, and updates files, records, accounts and other information as needed to support and document functional operations and activities.

  • Plans, arranges and coordinates specific meetings, occasions, operations, meetings, presentations, conferences or other group events; anticipates needs, puts together the necessary components, combines various elements and ensures readiness in advance of the activity. 

  • Logs information into manual or automated systems; track and monitors progress or requests, actions, files, documents, programs, etc.; sets up and maintains follow-up files.

  • Prepares, maintains and updates system data and produces reports; reviews data for accuracy and completeness of data input/output; maintains and verifies data; researches questionable entries and initiates corrective measures.

  • Monitors and maintains office equipment, monitors the availability of supplies and order as needed, controls inventory relevant to reception area, orders supplies by typing requisitions or ordering electronically, while maintaining an ongoing record of spending, transfers, waiving, etc. regarding budget.

  • Keeps office space and reception area organized and orderly.

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

  • This position reports to the Director of Cancer Research Center and works in concert with the Reports and Data Coordinator.

  • Other duties as assigned.

 

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, Excel and Access) 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 accomplishment.

Qualifications

  • Must possess strong verbal and written communication skills.

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

  • Excellent in 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.

  • Strong ability to work independently / self-starter.

  • Effective problem solving and decision making abilities.

  • Proficiency with Microsoft Office Suites and applications to include Excel and Access.

  • Proficiency with BANNER is preferred, but not required.

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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