Secretary CHDCM

The College of Human Development Culture and Medias Office of the Dean requires a Secretary with superior digital fluency and attention to detail to support the Colleges leadership in the daytoday administration of the Office while demonstrating an ability to work independently and meet varied deadlines with urgency. The Secretary reports to and works closely with the Manager Administrative Services. Responsibilities include efficient and effective assistance with a range of activities related to the Colleges Business Affairs Office Maintenance Support Strategies and Operational Excellence. Relative to the Secretarys responsibilities and placement in the Office of the Dean the Secretary is expected to be collaborative while maintaining a high degree of confidentiality and discretion.

Duties and Responsibilities:

Business Affairs Complete an initial review for completeness and University policy compliance of all paper and electronic finance records drafted by faculty and administrators across the Colleges Affiliated Units (approximately 10 e.g. WSOU Radio Station Brownson Speech and Debate Team Jazzn the Hall Classical Concert Series Arts Council Institute for Communication and Religion TV Studio Center for Sports Media Choral Society Office of Fieldwork and Certification). The position ensures accuracy and compliance with purchasing preparing check requisition invoices ordering office supplies and assistance with generating Travel and Expense reports. The Secretary is expected to have extensive attention to detail and be familiar with the Colleges chart of indexes account codes and processing requirements.

Office Maintenance Identify the fulfillment of routine work orders (lights bathrooms heat air conditioning ceiling tiles etc. across each of the CHDCMs facilities (requires a minimum of a weekly walk through of all buildings with a CHDCM presence) and report any issues to the Manager Administrative Services. CHDCM buildings currently include Art Center Fahy Hall Lower Level Arts & Sciences Hall Jubilee Hall Corrigan Hall Music Center Theatre in the University Center and WSOU Radio Station/Rec Center.

Support Strategies Assume the duty of clerical and administrative assistance to optimize workflow procedures in the office. Responsibilities include reserving meeting rooms equipment and related technology resources and securing dining/catering arrangements for all affiliated unit events and related areas as assigned. Provide reasonable related specialized support aligned with the multiyear implementation of the new CHDCM as directed and with advance notice.

Operational Excellence Support the Office (specifically the Coordinator of College Initiatives) with routine and adhoc event planning and logistics. Facilitate and assist with mailings and correspondences throughout the academic year. Audit University Calendar and submit Academic Affairs Event List Form for all CHDCM events. High degree of multitasking and time management capabilities. Excellent written and verbal communication skills and follow up required. The CHDCM is largely paperless and all documents require processing to a variety of different SharePoint internal sites.

The Secretary is expected to have excellent data entry skills good observation with a professional demeanor. Exceptional time management and organizational skills.

Required Qualifications:

High School Diploma or GED. Vocational or technical training. Significant experience 35 years) may offset preferred bachelors degree.

Desired Qualifications:

Associate or Bachelors Degree. Higher education office management (strongly preferred) Events Management Microsoft Office Suite and SharePoint. Preparing varied and occasionally sensitive correspondence.

Salary Grade:

Staff Union (Local 153 SU17.0

Exempt/Nonexempt:Nonexempt

Physical Demands: General Office Environment

Special Instructions to Applicants:

Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.