Administrative Secretary I

Primary Responsibilities
With minimal supervision provides administrative and detailed clerical support for Canadian Studies Environmental Studies Global Studies and Gender and Sexuality Studies departments and programs. Highly diversified skills required to serve the needs of an eclectic group of faculty members drawn from diverse academic disciplines. Requires flexibility initiative decisionmaking ability and discretion in coordinating multiple detailed tasks. Interacts with faculty students and other university departments including academic departments the business office purchasing facilities operations as well as scholars in research organizations government officials academic departments at other universities and private and nongovernmental agencies. Administers department budgets coordinate faculty travel and communicate with affiliated committees. This position requires a willingness to learn and perform new duties that may fall outside of ones experience. The work is located in two different work areas split evenly throughout the week with some flexibility for a departments needs. Work hours are 8am 4:30pm Monday through Friday. Over the course of a year or multiple years this person may be asked to perform these and other duties: I. Provide specific and direct support to the chairs of the departments and programs Assist department chairs with administrative work including editing St. Lawrence University catalog copy preparing annual budgets course schedules etc. Perform all bookkeeping duties for Environmental Studies Canadian Studies Global Studies and Gender Studies including online bookkeeping for departmental credit cards reconciling accounts and maintaining documentation. Analyze monthly budget detail submitted from business office and advise chairs of any exceptions or necessary adjustments. II. Support faculty in relation to teaching courses (note: responsibilities vary from faculty member to faculty member) Prepare materials for classes and labs including readers (copyright knowledge required) and on occasion syllabi exams etc. Order lab supplies & equipment Arrange repair and maintenance of lab audiovisual equipment computer systems and recording equipment including teaching equipment in Memorial Hall the Wight House at the Living Laboratory and labs in Brown Hall and Bewkes Hall May record grades and attendance online and devise formulas for calculating grades for some departments. Organize fieldtrips e.g. arrange transportation and hotel accommodations set up customized tours etc. Make travel arrangements and schedule university vehicles for field trips including 3 environmental studies vans Order examination and desk copies Create listserv for majors and minors Communicate directly with majors to convey information re: department updates internship opportunities special events etc. Assist faculty with technical issues related to department and program classrooms. Proctor exams and grade quizzes Assist in administering course evaluations at the end of the semester. III . Maintain a well organized offices and buildings that operates effectively and efficiently Maintain office equipment including photocopier printers fax machine digital camera & scanner including fixing jams replacing cartridges and arranging repairs. Conduct research on new equipment software etc. needed to support office and academic programs and become familiar with how to use these new technologies Maintain lending list for digital camera videos books keys for Wight House and student research room Global Studies equipment at both 82 and 84 Park etc. Maintain supplies for office including photocopier printers scanner computer digital camera laminator and fax machine. Hire train and supervise student workers. Submit student and own payroll online. Prepare requisitions check requests travel advances and travel expense reports record cash receipts authorize payment of invoices track purchase order requests followup on orders etc. Maintain department web sites for Environmental Studies Canadian Studies Global Studies and Gender Studies. Serve as liaison between students visitors etc. and faculty when faculty are temporarily absent from the building. IV. Perform duties related to facilities operations communications admissions and other university functions Assist search committee chair and search committee members on new faculty searches. Provide assistance to faculty for University committee work including highly confidential materials. Make arrangements for housing appropriate speaking or performance facilities refreshments etc. for guest speakers and performers. Work with the business office to file proper IRS paperwork especially important for international visitors. Prepare publicity and news releases. Report mileage of ENVS vans to facilities operations arrange maintenance and repair Assist the Admissions Office in scheduling visits for prospective students to faculty and classes. Work with facilities operations staff to maintain overall appearance and function of 82 and 84 Park Street Memorial Hall Wight House and ENVS labs (e.g. heating plumbing window shades etc.. Serve as primary contact to report problems submit work order and follow up to ensure completion. Point of contact for students seeking information on the major or minor. Assists students with academic forms SYE thesis binding orders for posters and honors cords. Assist with annual department functions such as dinners and lectures Being familiar with university procedures for new faculty. V. Assist faculty with other assignments on an ad hoc basis Type general correspondence memos annual faculty reports as requested. Support faculty in relation to research and other professional activities. Assist faculty in preparing 3rd year review tenure and promotion files. Coordinate arrangements for new faculty in 82 and 84 Park Street and Memorial Hall including set up of accounts with Instructional Technology computer equipment hook up and passwords keys office furniture phone nameplate book orders etc. Supports the development and operation of special summer projects as required. Advise new faculty in particular on local contacts and locations for field visits or research opportunities.

Minimum Qualifications
High school diploma and at least threeyears of experience. Must have commitment to intercultural relations to working and communicating with persons of different national ethnic racial and sexual identities. Requires excellent management interpersonal and clerical skills as well as the ability to adapt to changes in academic and office technology. Knowledge of Microsoft Office required along with a ability to learn website software and varied university webbased platforms. Excellent oral and written communication skills are necessary. Ability to work under minimal supervision and to employ independent thinking and problemsolving skills. Must show flexibility and willingness to perform new tasks. Knowledge of other languages a plus.

Preferred Qualifications
Bachelors degree preferred. Some education or experience with diversity international issues and knowledge of and an appreciation for the environment.