The College of Human Development, Culture, and Media's Office of the Dean requires a Secretary with superior digital fluency and attention to detail to support the College's leadership in the day-to-day 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 College's Business Affairs, Graduate Studies, Events Management, and Office Maintenance. Relative to the Secretary's 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 College's Academic Departments (currently four). Prepare, for signature and approval from the Dean and Department Chairs (if applicable), routine payment initiation processes (electronic and paper, as applicable) inclusive of Adjunct Payments, Admin and Faculty one-time payments/stipends, Check Requisitions, Purchase Orders, Interdepartmental Transfers, and Departmental Deposits. The Secretary is expected to have extensive attention to detail and be familiar with the College's chart of indexes (75+ budget organizations), account codes, and processing requirements.

Logistical support for Academic Departments (currently four), including but not limited to ordering office supplies, as approved, reserve facilities and technology resources, and submit catering requests.

Graduate Studies - Function as a liaison between graduate students across the Academic Departments (currently four) - including Masters, Educational Specialist, and Doctoral levels - with the Assistant Dean, faculty, and campus partners. Responsibilities primarily relate to thesis and dissertation requirements, including audit retrieval for faculty, initiating submission to University Libraries ETD services (currently the institutional eRepository and ProQuest), preparing and distributing qualifying and comprehensive exams to students, collection of completed exams for faculty review, preparation of pre-graduation verification, and co-coordination of the annual Graduate Commencement and Hooding Ceremony and related activities.

Specialized Support - Key contributor to the implementation of unique College initaitives, including the CHDCM Parking Permit program for adjunct faculty with multiple consecutive years of service; review course schedule each term (including Summer and Winter) and prepare for the Manager, Admin Services, applicable lab fees to be assessed (75+ sections); primary coordinator of the College's partnership with music foundations to provide instruments for Corrigan Music Center (includes annual contract renewal process, annual on-campus instrument sale planning and execution, and delivery of new instruments each summer); student art supply procurement and distribution process during the Fall and Spring semesters; and maintenance and procurement of clinical assessment resources (generally related to Prof Psychology). Provide reasonable related specialized support, aligned with the multi-year implementation of the new CHDCM, as assigned.

Administration - Draft and maintain digital rosters of administrators, faculty, staff, and students who require access to CHDCM systems (e.g., SharePoint and Outlook directories), as well as card swipe access to CHDCM facilities (Art Center, Fahy Hall Creator Spaces, University Center Theatre, Arts & Sciences Hall and Jubilee Hall Dean's Suite, Corrigan Hall Music Center, WSOU Radio Station). High degree of multi-tasking and time management capability. Excellent written and verbal communication skills, and follow up required.

Technology Resource Maintenance - Significantly contribute to the College's electronic repositories related to Academic Administration, Finance, Accreditation, and Administration. The CHDCM is largely paperless and all documents require processing to a variety of different SharePoint internal sites. Examples of repositories include, but are not limited to, syllabus archives, e-personnel files, accreditation studies, and financial.

The Secretary is expected to have intermediate knowledge of SharePoint and WordPress (departmental blog maintenance). The Secretary will be expected to attend trainings at the advanced level for SharePoint document library management.

Required Qualifications:

High School Diploma or GED, Vocational or technical training. Significant experience (3-5 years).

Desired Qualifications:

Associate's or Bachelor's Degree. Higher education office management (strongly preferred); Bookkeeping; Events Management; Microsoft Office Suite, SharePoint, Banner, Slate and Formstack. Experienced preparing varied and occasionally sensitive correspondence.

Salary Grade:

Staff Union (Local 153) - SU18.0

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.

Advertised: 29 Jun 2024 Eastern Daylight Time
Applications close: