Department Secretary, Lombardo College of Business
Millersville University

Job Info

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Department Secretary, Lombardo College of Business
Millersville University


Department: Accounting and Finance
Nature of Position: Permanent, Full-time

Job Summary/Basic Function
The Department Secretary will support two academic departments within the Lombardo College of Business: Accounting & Finance, and Management & Marketing.

Basic Purpose: To provide administrative assistance to the Department Chairs and faculty by performing a variety of secretarial functions in support of the Chairs' work and to manage the administrative support function of the Departments. Responsibilities include scheduling, budgeting, social media, supervising student assistants.

Located in Lancaster County, Pennsylvania, Millersville University of Pennsylvania is one of the 10 public universities of Pennsylvania's State System of Higher Education. Our pillars of distinction include exceptionally strong student-faculty relationships, numerous programs of distinction, a beautiful campus and vibrant location, and successful job placement for our students. Our students' success, both inside and outside of the classroom, is our highest priority, and we provide numerous opportunities to facilitate their academic, personal, and social growth and development. Almost 70 baccalaureate programs are available for our 6,000 students to find their path. Approximately one thousand graduate students enroll in 21 master's and three doctoral programs. Our faculty are highly respected in their fields and dedicated to the success of students in the classroom, research labs, and in campus life. Over 66,000 alumni live in all 50 states and in 72 countries around the world. We seek individuals who embrace and value our EPPIIC values of exploration, public mission, professionalism, inclusion, integrity, and compassion.

Annual Salary: $34,621.00 plus comprehensive benefits starting on the first day of employment, including:

• Health insurance - Low bi-weekly premium. Employees pay 5% of bi-weekly salary for benefit coverage with ability to pay 2.5% when participating in the wellness program.
• Dental insurance - Coverage is free to employee and dependents after 90 days
• Vision insurance - Coverage is free to employee and dependents after 90 days.
• Group life insurance - equal to annual salary (up to $30,000.00) at no cost to the employee
• Retirement - 2 plans to choose from
• Tuition waiver - employee, spouse, and dependents are eligible
• Vacation leave - up to 11 days accrued per year for first 3 years, increases to 19 days per year after 3 years
• Sick leave - up to 11 days accrued per year, including up to 5 days per year that can be taken to care for a family member
• Holiday leave - 12 days per calendar year

The State System Employee Benefits Summary can be found at https://www.passhe.edu/inside/HR/syshr/Benefit_Summaries/PEBTF_Summary.pdf

At Millersville University we are committed to fostering a learning and working environment that promotes the intersectionality of diversity to foster a climate of inclusion. Employing our EPPIIC values and the principles of Inclusive Excellence, we hold that an inclusive community is a core value that is an essential part of the foundation for our learning and working environment. Millersville University is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity or gender expression. Individuals from traditionally underrepresented populations are encouraged to apply.

Required Qualifications

• Six months as a Clerical Assistant 1 OR graduation from high school OR any equivalent combination of experience and training.
• Experience performing moderately complex clerical activities with considerable independence.
• Knowledge of office procedures, policies, forms, and various office filing systems.
• Demonstrated ability to:
  • solve problems.
  • handle multiple, complex tasks with accuracy and attention to detail.
  • maintain a professional demeanor in fast-paced work environment.
  • maintain confidentiality.
  • work independently.
  • learn academic and office policies.
  • change priorities with little/no notice.
  • oversee student workers.
  • take meeting notes.
  • proofread information for conformance with prescribed standards.
  
  
  
• Excellent customer service skills.
• Excellent oral, written, and interpersonal communication skills.
• Flexibility, willingness, and ability to pursue and adopt new ideas, information, and technology, and process and summarize information.
• Ability to work with faculty, staff, and students of diverse cultures, racial and ethnic groups, and socioeconomic status.
• Proficiency in standard office technology, including Microsoft Office, Teams, and Zoom.
• Demonstrated support for diversity, equity, and inclusion.
• Successful interview (Including Word and Excel tests).
• Successful completion of three background checks.

Preferred Qualifications

• 2 Years of work experience in clerical/secretarial position(s).
• Prior professional work experience in an academic setting.
• Prior experience using specific systems (Banner, SAP, D2L Brightspace).

Job Description
Front-Facing Office Support

• Screen incoming telephone calls, manage inquiries and provide information, greet and screen visitors, students, campus personnel, business people, etc.

Faculty and Student Support

• Respond to requests for information, data and other material; sort and distribute incoming and outgoing mail; is responsive to student questions and concerns; maintain chairperson’s calendar; prioritize workload and provide other related support functions as requested; assist chairpersons and faculty with departmental procedures; Request e-mail access, phone hookup, and input of purchase requisition for new computer and equipment for all new faculty.
• Provide information regarding procedures and protocol within the department and university on travel issues, purchase of educational materials using appropriate forms used for specific situations, etc.
• Attend and take minutes at department meetings and retreats. Support student clubs with advertising and materials. Hire, train, and supervise student assistants through PeopleAdmin. Manages tutoring for department.

College and Faculty Schedules

• Assign faculty as advisers and balance faculty advising load. Maintain all faculty’s schedules and office hour on website and doors. Collect and maintain all syllabi for each semester in one drive.

Communications and Documentation

• Process correspondence, reports, and other documents, including confidential materials, as requested; proofread reports, evaluations, etc. for chairpersons and faculty; maintain and update all files including confidential personnel files; process a variety of routine forms; maintain data bases for a variety of uses.

Budgeting and Database Support

• Order supplies and equipment; approve student payroll through Etime; maintain, analyze and monitor department budget and inventory; prepare cash planning for major purchases; develop and maintain project tracking and other record keeping systems manually or electronically as appropriate; maintain the department credit cards according to University policies and allocates funds to the proper account code and attaches receipts signed by the chairperson.
• Maintain tracking of various program committees, including curriculum committees, search committees, etc.; assist with faculty searches and submits Article 29 for open faculty positions when necessary.
• Initiate faculty appointment forms through Kuali. Use ESS for input and review of the departmental budgets. Use SAP/SourcePoint to enter purchases, honorariums and produce budgetary reports. Use Argos to view various student information reports.

College Assessment and Accreditation Support

• Assists with ACBSP stakeholders and outcomes assessment.

Webpage and Social Media Content Creation

• Maintain department web page through Cascade; interface with Communications, Marketing, and the Dean’s Office for development of all external print and digital communications. Communicate through social media with stakeholders. Maintain LCOB Instagram account. Create media files for content on office televisions, including upcoming LCOB events and student success awards.

College events support

• Coordinate the assembly of all schedules, fall, spring, winter, and summer; Coordinate university open houses, prepare materials for distribution to audience; Coordinate “meet the professionals” events, including room reservation and setup, advertising, requesting multimedia, and student attendance tracking; Use Ad Astra for room scheduling.

Additional Responsibilities

• Enter requests to Facilities for maintenance, housekeeping and moving requests. Attend workshops and training sessions to stay current with MU programs, policies, and procedures.
• All other duties as assigned.

Essential Functions

• No or very limited physical effort required.
• No or very limited exposure to physical risks.
• Extensive writing skills (prepare and organize complex documents).
• Extensive verbal communication skills (provide information and assistance regularly).
• Basic math skills.
• Most work done at a desk, utilizing a computer and phone.
• Work is normally performed in a typical interior/office work environment.
• Understanding of written and verbal directions.
• Ability to sit for long lengths of time.
• Must be able to lift/pull/push up to 10 pounds.
• Dexterity of hands and fingers to operate a computer keyboard and mouse.

To apply, please visit: https://jobs.millersville.edu/postings/11551








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