Secretary Level 3 - College of Arts, Sciences and Education

Summary of Position:

The College of Arts, Sciences and Education invites applications for a Secretary 3 position. This full-time, continuing role provides vital clerical and administrative support to the College of Arts, Sciences and Education (CASE) Dean’s Office and its departments. Responsibilities include delivering independent secretarial support that involves interpreting and applying policies and procedures; assisting with credit articulation, assessment, and scholarship processes; supporting enrollment management initiatives (including dual and concurrent enrollment); supporting curriculum-related activities and course evaluations; maintaining and updating webpages; providing direct support to the Associate Dean; and assisting with events, commencement, and other administrative functions across the college. The anticipated start date for this position is the end of May 2026. However, this is an estimated date and can be revised if needed.

Position Type:

Staff

Required Education:

Satisfactory completion of three years college or equivalent. The listed requirements are representative of the knowledge, skills, and/or abilities required. Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered. Equivalency for education: 2 years of related work experience equals 1 year of education.

Required Work Experience:

Two years of full-time secretarial work experience to include advanced bookkeeping, office supervisory responsibility, and public contact where tact and diplomacy are required.

Required Licenses and Certifications:

Physical Demands:

• Office Environment
• Bending
• Sitting

Additional Education/Experiences to be Considered:

Prior experience in higher education or K-12 systems/processes. Experience updating web pages. Experience with/in Banner, Concur (travel/expense systems).

Essential Duties/Responsibilities:

• Abstract information from books, professional journals, reports, and other source documents.
• Answer inquiries from a variety of internal and external sources, and provide explanations and interpretations of the policies, practices, and procedures of a large department and/or major division.
• Collect and tabulate complex data from various sources.
• Coordinate intra-unit operations, procedures, and activities with other secretarial/clerical personnel to maintain consistency in the application of policies and procedures.
• Initiate correspondence requiring an understanding of the unit’s activities, policies, and procedures.
• Input, retrieve, download, merge, and output information utilizing a computer to access various software programs and systems.
• Interview bargaining unit clerical applicants and train them in the characteristic duties.
• Interview, recommend for hire, train, and direct lower-level non-bargaining clerical employees.
• Monitor budget and maintain related records and reports for a major division.
• Perform any/all duties as defined in the Secretary, Levels I and II position descriptions.
• Produce correspondence, reports, and other documents utilizing computer software programs such as word processing, spreadsheets, databases, and file management.
• Regularly deal with sensitive and confidential matters.
• Review and interpret incoming mail and assemble files and other related materials to facilitate a response by the supervisor.
• Carry out supervisory responsibilities in accordance with University policies and applicable laws.
• Maintain the confidentiality of designated information.
• Reports to immediate supervisor.
• Cultivate an environment of belonging that values, respects, supports, and celebrates individual similarities and differences, allowing students, faculty and staff to thrive authentically.
• Support, promote, and develop university student enrollment and retention initiatives.
• Any other duties assigned within the position classification area.

Marginal Duties/Responsibilities:

• Attend meetings and conferences in absence of supervisor.
• Provide back-up assistance for other clerical positions.
• Review, revise and/or develop brochures, announcements, etc. for special events.

Skills and Abilities:

• Communicate effectively with a variety of students, faculty, staff, and visitors in a variety of situations. Demonstrated successful experience working directly with people from diverse backgrounds, including cultural, educational, socioeconomic, and life experiences.
• Input, retrieve, download, merge and output information from various software programs and systems.
• Interpret student problems and direct students to the proper resource.
• Monitor and maintain budget records and reports for a major division.
• Operate a variety of office machines and equipment such as computer, facsimile, dictation equipment, multi-line telephone, copier, and calculator.
• Perform basic mathematical operations with accuracy.
• Plan, organize and make sound judgments and decisions.
• Supervise, direct and train others in the performance of the characteristic duties.
• Take dictation at the rate of 90 wpm and transcribe accurately (maximum of three errors).
• Use computer software such as word processing, spreadsheets, and database.
• Utilize the rules of proper grammar, correct spelling and punctuation, and correct arrangement of information.
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.

Required Documents:

• Cover Letter
• Resume
• Unofficial Transcript 1

Optional Documents:

Special Instructions to Applicants:

Unofficial Transcript 1 (OPTIONAL): Applicants who have completed college coursework or attained a degree must attach a copy of the unofficial transcript. Transcript must include: Institution name, applicant name, date degree attained, degree awarded. Finalists will be required to submit an official transcript.

Initial Application Review Date:

May 11, 2026

Open Until Position is Filled?:

Yes