Academic Senior Secretary

Claremont Graduate University Claremont , CA 91711

Posted 1 week ago

Working independently, the Academic Senior Secretary performs a broad range of administrative and secretarial duties for the School of Educational Studies Dean's office. Duties and responsibilities are varied and confidential in nature. Work is performed without close review and involves knowledge of the organization, policies, procedures, and personnel and the exercise of frequent independent judgment in making minor administrative decisions.

ESSENTIAL FUNCTIONS:
1.Provides primary clerical support for the SES dean, including, but not limited to:

  • Managing and maintaining the dean's calendar, including scheduling professional appointments with faculty, staff, students, donors, executive leadership, and other constituents; keeping the dean informed, in a timely manner, of schedule changes or meeting cancellations when they occur.

  • Arranging domestic and international travel arrangements; preparing travel itineraries, including flights, hotel reservations, and appointment times and locations.

  • Preparing expense reports for reimbursements and P-card reconciliations.

  • Proactively anticipating the dean's informational needs, preparing and compiling reports, student files, and other background documents for the dean's review in advance of meetings.

  • Composing routine correspondence from verbal instructions and/or email requests; composing memos and other documents, with correct spelling and punctuation, as needed; assisting in printing on CGU letterhead for the dean.

  • Assisting with the administration of grant activities supervised by the dean.

  • Conducting research requiring the collection and reporting of data.

  • Scheduling SES faculty meetings and retreats; reserving meeting spaces or classrooms; submitting technology requests; ordering catering when requested; preparing and copying agendas and other meeting materials for distribution.

  • Exercising considerable judgment and discretion in scheduling appointments and routing telephone calls and visitors for the dean.

  • Acting as liaison between the dean's office, other CGU offices, and outside agencies.
    2.Serves as department lead for the organization of non-recruitment-related special events, such as lectures, luncheons, annual department dinners, conference receptions, workshops, etc.

  • In collaboration with appropriate faculty and staff, determine budgets, logistics (e.g., venues, technology, catering), staffing, and marketing/publicity needs for each event.

  • Utilize appropriate systems to create, track, and share arrangement details with faculty, staff, and other stakeholders.

  • Coordinate arrangements with facilities, catering, marketing, and other event-related personnel.

  • Recruit staff, graduate research assistants, and other volunteers to assist with event planning and execution as needed.

  • Maintain good and timely communication of event details and schedules to all parties.
    3.Performs general office duties as needed to assist dean, faculty, and administrative staff, and provide backup for other support staff as workloads, schedules, and/or special projects require. May perform some or all duties of an Academic Secretary III.
    4.Maintains the confidentiality of all transactions and communications.
    5.Functions as a knowledgeable and efficient resource for callers and visitors to the SES dean's office; provides exemplary customer service, responding to all constituentswhether by email, telephone, or in personin a welcoming, polite, and competent manner.
    6.Makes frequent minor administrative decisions based on knowledge of the organization, its policies, procedures, and personnel.
    7.Handles on own initiative all correspondence not requiring personal attention of supervisor.
    8.Uses original thinking in organizing and coordinating special projects and functions, and in obtaining information from a variety of sources.
    9.At request of supervisor in specified areas, may respond independently to inquiries and questions where judgment is required to apply policies or guidelines to specific cases or problems.


  1. Performs additional related duties as required.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:

Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed with or without reasonable accommodation, using some other combination of skills and abilities.

  • Must be highly proficient in using various software programs and Internet-based applications, including, but not limited to: Microsoft Office, Adobe Acrobat, Photoshop; Workday, PeopleSoft, Smartsheet, EventBrite, etc.

  • Read and write legibly, follow written and oral instructions in English.

  • Sort and file alphabetically and by project or subject-related headings. Research files and select relevant information from a variety of sources and documents.

  • Spell accurately and have excellent knowledge of business writing procedures.

  • Ability to compose written correspondence and reports from source and semi-finished materials.

QUALIFICATIONS:

High school graduate with extensive courses beyond high school equivalent to one or two years of college or business school. Four to five years experience required in general office assignments with increasing responsibly related assignments. Word-processing experience required. The regular hours for this position are 8:30 AM to 5:00 PM, Monday through Friday. Hours may vary due to needs of the school or department. For special events, evening and weekend hours may also be required, with work hours adjusted as event times dictate.

OTHER:

Fluency in Spanish preferred


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Academic Senior Secretary

Claremont Graduate University