Faculty Secretary, Department II (Stf2172)

RESPONSIBILITIES:

Essential Functions -

• Provide clerical support regarding day-to-day operations of office for department chairs and faculty (e.g., mail, phone answering/transfer, scheduling appointments, word processing, scans/faxing, directing inquiries, data entry, copying, maintaining electronic files such as inventory tracking of existing, newly purchased and surplus equipment, travel arrangements including airline and hotel reservations, cars, and vans, etc.), preparing class materials including printing, preparing class packets, processing scantron sheets and request marketing material updates through the appropriate campus areas (i.e., tri-fold brochures, posters, banners, web) for the department.

• Provide a friendly customer service-oriented atmosphere and support for department chairs, faculty, students, staff, guests, vendors, stakeholders and/or any visitors to HutchCC.

• Communicate professionally and accurately and serve as a knowledge-resource for HutchCC information, directing to the correct resource or staff member.

• Plan and fulfill meeting/event needs, including enrollment activities, coordinating room reservations when appropriate.

• Attend meetings as assigned, recording minutes as required; notify appropriate persons of meetings, distribute agendas, prepare/distribute minutes.

• Manage office supplies inventory and ordering.

• Prepare and follow-up on purchase orders, receipts, forms, and documentation of expenses, including timely payments of invoices.

• Coordinate schedules and assist with supervision of possible student workers and/or department staff: delegate responsibilities as appropriate.

• Flexibility in working occasionally in the evenings (i.e., beginning of semesters).

• Arrive on time for work, attend work regularly, and successfully perform the responsibilities of the position.

• With prior approval of the department chair, serve actively on campus committees.

• Comply with HutchCC policies, procedures, and practices.

Secondary -

• Provide clerical support in multiple buildings, including the following: Shears Technology Center, Ag Diesel at South Campus, Cosmetology, Building 12, Aide-Wifco, or others.

• Perform other responsibilities as assigned by Department II Chairs.

QUALIFICATIONS (Essential):

• High school diploma or equivalent required; AAS Degree in Business Administrative Technologies preferred.

• General clerical keyboarding skills and MS Office experience: Word, Excel, Access, and PowerPoint required.

• Establish and maintain effective work relationships.

• Work independently and efficiently, with attention to details; accurately follow written and verbal instructions while maintaining confidentiality and professionalism.

• Physical requirements: Excellent verbal, written and listening skills; the ability to sit or stand in front of a computer for extended periods of time; perform keyboarding, enter data into a computer, operate office equipment, exhibit manual dexterity to dial a telephone and answer telephones, and operate other office equipment; see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; use appropriate judgment and apply tact and courtesy in difficult situations; attentive to detail, accurately follow written and verbal instructions, work independently; understand words and respond effectively and appropriately; Medium/Indoor work environment with a substantial amount of keyboarding required; transport books and supplies to sites of classes; may need the ability to lift 50 pounds occasionally.

• Mental requirements include the ability to learn and comprehend basic instructions about the position.

• Physical and mental qualifications must be performed with or without a reasonable accommodation.

• The qualifications listed are guidelines for selection purposes; alternative qualifications may be substituted if sufficient to perform the duties.

WAGE and STATUS:

The hourly rate of pay is commensurate with qualifications as determined by HutchCC administration. This full-time support staff position is 12 months annual, benefit eligible, at-will, and nonexempt.