Job Summary | The Dean of the College of Arts and Sciences at Oberlin College, invites applications for the position of Administrative Secretary II. This is a full-time, 37.5 hours per week, continuing, 12-month Administrative Secretary position primarily supporting the Center for Engaged Liberal Arts (CELA). The Administrative Secretary will report to the Chief Business Officer, while working closely with the Directors of CELA.
The Center for Engaged Liberal Arts (CELA) helps students catalyze and sustain the integration of curricular and co-curricular experiential learning and develop a coherent narrative of their Oberlin experience that will help launch them into their careers, and provide faculty and staff with experiential learning program support. This is achieved through the close coordination of affiliate offices’ programming: Study Away, Winter Term, Bonner Center, Undergraduate Research, Entrepreneurship, Fellowships and Awards, StudiOC, the First-Year Seminar Program (FYSP), and the Center for Learning, Education, and Research in the Sciences (CLEAR). |
Responsibilities | The Administrative Secretary handles logistics and everyday operations for all aspects of programming relating to these offices and core programs, including Undergraduate Research, Winter Term, Study Away, First-Year Seminar Program (FYSP), StudiOC, and Fellowships. The Administrative Secretary will generally support the close collaboration of CELA programs with the Career Exploration and Development Center and the Bonner Center, and provide course scheduling support for the FYSP. Responsibilities involve supporting the Director of Experiential Learning Curricular Initiatives, Associate Deans of Arts & Sciences, and the directors of Undergraduate Research and CLEAR, Fellowships, Study-Away, Winter term, and FYSP, handling confidential materials, and interacting with faculty, students, and several administrative offices within the College. The job requires occasional evening and weekend work. |
Essential Job Functions | Duties include, but are not limited to, providing specialized support in the following key capacities:
· Perform administrative duties relating to the day-to-day operations of the centers and programs, including answering office telephone, taking messages, managing program email accounts, and redirecting callers as necessary; sort and deliver mail to appropriate parties. · Collaborate with program directors and deans, and supervise student staff to produce and edit communications for programs and events; design and produce posters, flyers, programs, and brochures and coordinate other advertising and publicity needs. · Support summer and academic year programs, including: MMUF, OSRI, STRONG, and OCRF. Tasks may include reserving space, purchasing food and supplies, organizing travel, purchasing student books, and making arrangements for activities. · Coordinate travel arrangements for students, staff, and faculty attending events away from campus. Coordinate and handle logistics for speakers, events, workshops, symposia, and residences. · Support communication flows and project tracking across offices and programs. · Maintain financial and budget records for complex budgets, process payments and reimbursements. Provide budget-related assistance to directors and deans, assist with budget reporting. · Oversee payroll for student fellows and student assistants; prepare student reimbursements, stipend payments, and track totals. · Support the coordination, planning, and facilitation of event programming for each office. · Schedule approximately 45 First-Year Seminars using Curriculog and SECTION and maintain communication with FYSP chair, committee members, and departments offering First-Year Seminars. · Provide administrative support to faculty committees associated with each program. · Contact and maintain professional information on graduates of the various CELA programs. · Receive telephone and in-person visits from students, faculty, staff, and external partners. · Maintain all office equipment; order supplies and materials. · Maintain office filing systems (hard copy and electronic as appropriate) and create spreadsheets to compile and maintain budgets, office, and student records. · Maintain and update program websites, social media accounts and appropriate content on other College software. · Assist faculty teaching StudiOC and First-Year Seminar courses and their students with logistical matters such as scheduling, contracting of guest speakers, transportation for field trips, and publicity for events
|
Required Qualifications | · High school diploma; 3-5 years’ progressively responsible experience in an office setting. · Must have thorough knowledge of proper grammar, spelling and punctuation, office methods, procedures, and practices. · Minimum keyboarding speed of 50 wpm with accuracy (test required at time and place of application). · Experience demonstrating strong computer skills, including word processing, spreadsheet, and database software (Macintosh and PC). · Experience working with multiple, complex budgets and financial record-keeping. · Excellent verbal and written communication skills. · Experience working with social media and online applications such as Gmail, Google Drive, and Google Calendar, but not limited to these types. · Favorable references are required.
|