Coordinates the day-to-day clerical activities of the faculty office and provides secretarial support to faculty members; assists faculty, staff, and students by coordinating the information flow, answering questions, and resolving daily problems.
PRIMARY DUTIES AND RESPONSIBILITIES*
Interacts with associate deans, faculty chairs, faculty, staff, students, or outside contacts to meet their needs. Receives and prioritizes incoming work from and provides clerical assistance to all full- and part-time faculty; types course materials, composes letters, memos, reports, forms, charts, or other documents from oral instructions or notes; types tests and handouts; copies and assembles materials, packets, etc. to meet frequent immediate and/or short-term needs. Provides information, solves routine problems, or otherwise responds to legitimate requests. Performs receptionist and front desk duties.
Uses word processor, spreadsheet and other computer software to compose letters, memos, reports, forms, charts, or other documents from oral instructions or notes. Sets up and maintains departmental hardcopy or computerized files and other record-keeping systems.
Orients new faculty to the faculty office. Issues and collects keys and syllabi. Assigns faculty office space as needed each semester, works with eServices to designate computer setup and phone extensions.
Each semester reorganizes faculty mailboxes to adjust for faculty changes.
Resolves daily problems and coordinates day to day activities in the faculty office. Monitors use of photocopier, corrects misfeeds, refills toner, and arranges for maintenance/repair; prepares and posts faculty office hours schedules; contacts maintenance to resolve facility emergencies.
Operates photocopier, fax machine, shredder, etc. Tracks copy service requests for faculty and follows up to ensure faculty materials are printed correctly and received on time. Tracks, orders, and replaces toners for faculty offices and classrooms.
Occasionally meets classes to take role call and communicate instructor’s assignments; orders desk copies of books, delivers or picks up classroom materials for off-campus instructors, locks and unlocks classrooms or office doors as needed, helps with computer or printer problems, etc.
Prepares a variety of reports using the administrative computing system such as class lists, cancelled class lists, schedules, etc. and accesses computer system to locate students.
Assists students by providing information and directing them to the appropriate advisors; conveys emergency phone messages; helps locate or retrieve lost articles.
Handles class cancellations; posts online urgent announcements and posts information on the emergency closing phone system; alerts switchboard and other departments; posts on RAVE system, hangs postings for students.
Collects, sorts, and distributes incoming and outgoing mail. Places and receives telephone calls and ensures phone messages are delivered in a timely manner.
Tracks faculty professional development. Coordinated group registrations for faculty members for Trends Conference and other conferences as needed.
Serves as secretary for Curriculum Instruction Committee and maintains CIC webpage. Coordinates meetings and handles details, notifies attendees, collects, prepares and distributes meeting materials, attends meetings to take and transcribe minutes.
Prepares mailings, letters, packets, and tracks attendance for advisory committee. Compiles and distributes advising newsletter.
Prepares and distributes evaluation packages for all faculty; collects evaluations, types comments, compiles data using computer system, and prepares evaluation files for distribution.
Provides clerical support to the director of community education. Registers students for CEC offerings, collects money and reconciles money and registration forms with the accounting department. Prepares CEC packets for instructors and contacts students as needed.
Orders and monitors inventory of office and classroom supplies and forms; collects and compiles information to prepare instructional budget for office equipment and classroom supplies.
Prepares monthly cosmetology report for State of Michigan and the monthly cosmetology enrollment report; prepares spreadsheet for recording monthly hours.
Performs other related duties as assigned.
SUPERVISION – Works under the general supervision of the dean of instruction.
- High school diploma or GED and up to one year of college, vocational, or business school
- Three to five years of secretarial experience, or combination of education and experience commensurate with the requirements of this position
- 60 wpm typing
- Proficiency in word processing and ability to learn and use a variety of personal computer software.
- Ability to promptly and accurately take and transcribe dictation and other verbal communications such as meeting minutes, phone messages, etc.
- Ability to work effectively with students and professional staff in an academic environment
JOB DIMENSIONS – Analysis, judgment, planning and organizing, sensitivity, stress tolerance, knowledge of work, commitment to the college, attention to detail, work standards, initiative, informal communication, written communication, teamwork, dependability.
Kirtland Community College is an equal opportunity employer
* This job description is intended to describe the type and level of work being performed by a person in this position. It is not an exhaustive list of all duties and responsibilities required by a person so classified.