Secretary Iii, Academic Affairs

Job Details

Job Family

STAFF- Support Non-Exempt (SNE)

Grade

10

Salary

$17.85 - $21.92

Department

Academic Affairs

Reports To

Department Deans, Associate Provost, or Associate Vice Provost

Closing Date

June 22, 2024

FLSA Status

Non-Exempt

First Review Date

April 30, 2024

Job Summary

Provides administrative support to Department Deans, Associate Provost, and Associate Vice Provost.

Duties & Responsibilities

• Arranges meetings with staff

• Maintains time and attendance records for co-workers

• Prepares or acts as backup for online payroll as needed

• Maintains calendar, correspondence and supplies

• Coordinates travel arrangements

• Maintains filing systems

• Types routine correspondence and statistical reports

• Prepares agendas and board packets for scheduled meetings

• Answers telephone, screens callers, relays messages, and greets visitors

• Records minutes of departmental meetings

• Accesses, inputs and retrieves information from computer

• Opens, sorts and screens mail and prepares outgoing mail

• Produces electronic information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics

• Makes decisions regarding dissemination of information, screening of visitors and deferral or immediate action in absence of supervisor

• Handles highly confidential information

• Performs other duties as assigned

Minimum Requirements

• Associates degree or two years of college in related field and three (3) years related experience; or a minimum of four (4) years experience performing advanced clerical work or a related area; or any equivalent combination of education and experience

• All degrees must be from a regionally accreditted institution.

• Knowledge of spreadsheets, Microsoft and database software applications and office equipment (i.e. photocopier, printer, fax machine, calculator)

• Knowledge of office practices and procedures

• Typing skills 40 wpm

• Effective interpersonal skills in order to make sound judgments to decide how duties and responsibilities are completed between himself/herself and coworkers, the supervisory chain, faculty, staff, students and customers

• Ability to think, reason, and make sound judgments to decide how duties and responsibilities are completed in compliance with college standards and guidelines

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals

• Ability to write routine reports and correspondence

• Ability to speak effectively with students, faculty, and staff

• Ability to make arithmetical calculations such as addition, subtraction, multiplication and division

• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form

• Ability to work in a multi-ethnic and multi-cultural environment with students, faculty and staff

• Ability to work a flexible schedule that may include evening and weekend assignments

Preferences

Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, will receive preference and priority for this job vacancy. In addition, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements outlined in this job vacancy and are encouraged to apply for the positions being filled.

Essential Position

• This function/position has been designated as essential. This means that when the College is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at the College.

Additional Requirements

The final candidate is to successfully complete a background screening and reference check process.

EQUAL ACCESS/EQUAL OPPORTUNITY

Miami Dade College is an equal access/equal opportunity institution which does not discriminate on the basis of sex, race, color, marital status, age, religion, national origin, disability, veteran's status, ethnicity, pregnancy, sexual orientation or genetic information.

To obtain more information about the College's equal access and equal opportunity policies, procedures and practices, please contact the College's Equity Officer: Cindy Lau Evans, Director, Office of Equal Opportunity Programs / ADA Coordinator / Title IX Coordinator, at (305) 237-2577 (Voice) or 711 (Relay Service). 11011 SW 104 St., Room 1102-1; Miami, FL 33176. EquityOff@mdc.edu