Secretary for the Accounting and Finance Department and Management and Marketing Department

Secretary for the Accounting and Finance Department and Management and Marketing Department

SUMMARY

The responsibility of the Secretary for the departments of Accounting and Finance and Management and Marketing in John Massey School of Business is to assist the department chairs by performing skilled and detailed clerical, secretarial and office management tasks, and to help coordinate reports and assignments and coordinate with the Dean’s administrative assistant. Position reports to respective department chairs. Work instructions are at times general in nature and the Secretary must use discretion and diplomacy in meeting with students, faculty, staff, and general public. Job functions include administrative, clerical, information exchange and supervision.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Shared Duties:

·         Assist Department Chairs with specific university level work-related assignments as assigned.

·         Assist department faculty/graduate director as needed.

·         Interact professionally with students, faculty, staff, and general public.

·         Receive incoming telephone calls/emails, answer questions. Refer inquiries to the appropriate    department(s)/individual(s).

·         Draft memos, emails, letters, reports, and other routine correspondence.

·         Prepare and maintain detailed (how to) instructions of the primary responsibility duties unique to this position. Jointly prepare and maintain detailed instructions for the shared duties of this position.

Primary Responsibilities/Duties:

·         Prepare, log and author purchase orders/requisitions and pro-card spending for equipment and supplies; manage supply inventory.

·         Maintain departmental budgets as assigned.

·         Supervise student employees assigned to departments in the Business Division of the JMSB.

·         Distribute mail to faculty for the JMSB Business Division.

·         Prepare leave reports for the JMSB Business Division.

·         Prepare transactions and related incentive forms for the JMSB Business Division.

·         Maintain course syllabi records for the JMSB Business Division.

·         Assist faculty with door/schedule information for the JMSB Business Division.

·         Assist department chairs in alumni contact/information.

·         Prepare, distribute, complete, and maintain the course evaluation forms/reports.

·         Assist faculty with the forms, fact sheets, etc. used in recruitment.

·         Assist department chairs or their designees with the annual JMSB Awards Ceremony Banquet

·         Other related duties as assigned.

ADDITIONAL PERFORMANCE RESPONSIBILITIES (FUNCTIONS, DUTIES)

1.       Attendance and Dependability: The employee can be depended upon to report to the assigned duty station at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.

2.       Communication and Contact: The employee communicates effectively and professionally both verbally and in writing with superiors, colleagues, and individuals inside and outside of the University.

3.       Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the University. The employee exhibits a professional manner in dealing with others and works to maintain a constructive working environment.

4.       Safety: Employee works safely, attends safety training offered/required, and follows appropriate safety rules and regulations. In relation to level of NIMs training completed, participates in incident management preparation, and performs incident duties as assigned.

5.       Commitment to the Mission, Vision, Values of the JMSB: The employee commits to the JMSB Mission and Vision and the values of Excellence, Integrity, Unity, and Innovation.