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Departmental Secretary II, Psychology

Job title: Departmental Secretary II, Psychology

Company: Oberlin College & Conservatory

Job description: Announcement InformationJob SummaryThe Dean of the College of Arts and Sciences at Oberlin College invites applications for the position of Departmental Secretary II. This is a full-time, .833 FTE, 37.5 hours per week, 10-month continuing, Departmental Assistant position supporting the Psychology Department. The Departmental Secretary will report to the Chief Business Officer but works closely with the department chair.
ResponsibilitiesThe incumbent will be responsible for and manage all administrative support functions for the Psychology department; provide continuity of policies and practices; and provide administrative assistance and support to the faculty and students in the Severance building.The incumbent will provide general secretarial assistance and administrative support services to faculty and staff, in addition to performing the following, but not limited to the following, specific duties:
Essential Job Functions

  • Serve as resource person for people contacting the department; serve as receptionist, answer telephone and visitor inquiries about the department from students, faculty and other persons. Schedule meetings.
  • Maintain office work areas, equipment and supplies in coordination with the chair, including building kitchen, department office, copier and printer, and office supply cabinet.
  • Create, organize, and maintain conventional and computer-generated department files and records, including confidential files on personnel searches, program reviews, majors and minors, enrollments, and mailing lists.
  • Provide continuity of departmental policy, procedures, and practices for students, changing department chairs, and faculty.
  • Provide general assistance to faculty in preparing course materials, photocopying, and producing manuals; maintain waitlists.
  • Coordinate department functions, including campus visits by speakers, outside department reviewers, honors program reviewers, alumni, instructors of short courses, department open houses, etc.; make accommodations and arrangements for visitors, organize rooms, audio visual aids, publicity for events, payment processing, meals, and refreshments.
  • Participate in preparing and editing catalog copy, schedule and departmental supplements.
  • Assist faculty in organizing recruitment, interview, and hiring of faculty and staff.
  • Assist with the organization of campus visits, talks, interviews, etc.
  • Assist in the production and posting of departmental materials, including but not limited to posters, brochures, bulletin boards, internal and external web information.
  • Maintain and regularly update department websites.
  • Request and maintain building access for faculty and students, ensure building is clean and ready for classes and events, and place work order as needed.
  • Establish and maintain a service-oriented relationship with campus departments and offices.
  • Maintain office and department budget including payment of invoices, reimbursements, supply and class material purchases and related budget assistance. Assist in budget development.
  • Attend department meetings and keep minutes
  • Assist in program development and curriculum planning activities
  • Manage department Qualtrics account for student and faculty research surveys.

Marginal Job Functions

  • Perform other related secretarial and administrative duties as needed for faculty in the building.
  • Keep up to date with new technology and software systems.

Required Qualifications

  • High school diploma; at least 3-5 years recent experience working in an office, preferably in an academic setting;
  • minimum keyboarding speed of 50 wpm (test at time and place of application);
  • strong interpersonal skills and good verbal and written communication skills;
  • thorough knowledge of proper grammar, spelling, punctuation and office methods and procedures with attention to detail;
  • demonstrated ability to plan and organize workflow while maintaining a positive and cooperative working relationship with others and to work well in a busy environment;
  • ability to maintain confidentiality and adapt to changing procedures and communicate them clearly to others;
  • and favorable references.

Desired QualificationsCollege degree; experience using college administrative software (Blackboard, Banner, Obiebuy, ChromeRiver,PeopleAdmin); familiarity with Oberlin College and sensitivity in dealing with students, faculty, and other persons whom the department serves.Quick Link for Posting
CompensationThis is a Pay Group 5 Administrative Assistant position with an hourly rate of $24.43, or at the appropriate transfer rate for internal candidates and includes an excellent benefits package.Special Instructions to ApplicantsA completed application will consist of a cover letter, a resume and list of 3 professional references.Note: Applicants chosen for interview will be contacted to take the following tests in the Human Resources Office: Keyboarding, Basic Word, Basic Excel and Proofreading testing. Candidates must pass all tests in order to be considered for an interview.This posting is open for all internal and external applicants, however, internal Ocope membership will have preference during the first 10 working days, expiring on 10/25/2024.

Expected salary: $24.43 per hour

Location: Oberlin, OH

Job date: Sun, 13 Oct 2024 02:27:34 GMT

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