Secretary for College of Business/Health Fitness Management

The Secretary for College of Business and Health Fitness Management provides support to students, faculty, and administrators to insure smooth program operations for the College of Business and the Health Fitness Management program. Responsibilities include managing student records, course scheduling, processing course evaluations, event planning, and substantial data management and accreditation reporting responsibilities. 

Salary: 15.00-$17.00/hour, depending on experience. 

Responsibilities:

• Secretarial and Office Management: 
  • Provide general secretarial support for the faculty, dean, assistant dean and program director. These duties include, but are not limited to copying, faxing, mailing, and filing. Serve as first point of contact for students, parents, and outside parties in providing information about the program. 
  • Backup phone coverage for the Administrative Assistant to the Dean.
  • Take minutes at meetings of the Faculty of the College of Business and the department of Health Fitness Management. Maintain copies using electronic filing. 
  • Utilize shared U: drive folders to organize and maintain electronic files for the undergraduate and graduate programs. Organize and maintain archival documents and shred or destroy old files on a cyclical basis. 
  • Organize office support tasks to be performed by graduate assistants and work study students assigned to the program and supervise student workers. The student workers may be assigned duties that are non-confidential (answering phones, mailing of information to prospective students, non-confidential copying, etc.). 
  • Coordinate classroom assignments in Olin with other scheduling secretaries and with registrar's office. Manage use of Olin building rooms and coordinate resolution of Olin building issues as needed with physical plant and other support staff using the building. 
• Course Management: 
  • Collect syllabi from all faculty for each course taught each semester (including Allen Term and Summer sessions). Maintain electronic files for all syllabi. 
  • Maintain files of current teaching schedules as well as faculty office hours. 
• Student Records & Advising Supports: 
  • Manage all aspects of academic electronic student files for both Business and Health Fitness Management, including organizing and filing transcripts, advising records, registrar forms, and correspondence. Store outdated files and purge on an ongoing 7-year cycle. 
  • Advisor Assignments: Work closely with Director, Dean, and Assistant Dean to assign incoming first-year and transfer students to new advisors. Prepare advisor letters for mailing to incoming students. 
  • Maintain and distribute database of accepted students as received. Prepare and mail welcome letters to students in late July. 
  • Maintain copies for student and faculty use. Guide students to appropriate advisors and in completing forms. Prepare advising forms for student files and for distribution to faculty. 
  • MBA Program Admissions: Prepare acceptance letters and provide to Graduate Admissions office. 
  • Utilize Banner and registrar's office data to provide reports on program enrollments, including data as requested by Dean and Director (e.g. student credentials, internal/external transfers, etc.) 
  • Identify Honor Society candidates according to national guidelines. Invite qualified candidates and collect membership fees to be sent to the Business Office and issue checks for the National Headquarters. Assist with the planning and executing of the Honor Society Induction Ceremony along with all corresponding certificates, cords, and awards. 
  • Additional duties will be determined by the Dean and Director as needed

Requirements:

• Formal Education: High school diploma required. A two-year degree or an equivalent amount of experience/training is desired. 
• Experience: Five or more years of secretarial experience in a computerized office; preferably in an educational setting. 
• Additional Knowledge/Skills: 
  • Knowledge of principles and practices of office management and organization.
  • Proficient in office management programs including Outlook, Canvas, Microsoft Word, Excel, PowerPoint, and Banner.
  • Must be self-directed, flexible, and have excellent organizational skills.
  •  Strong writing, analytical and problem-solving skills.
  • Ability to plan and manage projects, working alone or in a team.
  • Ability to communicate effectively and interact with faculty, students, co­workers, and the public in a supportive and respectful manner.
  • Understands and adheres to ethical standards for maintaining confidentiality with sensitive student and faculty information.
  • Adaptive coping and stress management in a busy office environment.

Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law. Protected veterans, minorities and women are encouraged to apply.