Secretary II

Vincennes University - Vincennes, IN

Full-time

Vincennes, IN

Educational Services

About the position

The Curriculum and Instruction Secretary II will provide a wide range of administrative support for the Assistant Provost of Curriculum and Instruction. This role is crucial in maximizing the effectiveness of the department's operational processes and communication. The Secretary will serve as a liaison with multiple contacts, facilitating communication, scheduling meetings, drafting and editing various documents, and managing the Assistant Provost's calendar. The position requires a proactive approach to ensure that the office runs smoothly and efficiently, supporting the educational mission of the university. As the receptionist for the Curriculum & Instruction Office, the Secretary will be responsible for answering, screening, and troubleshooting phone calls and visitors. This includes scheduling meetings for the Assistant Provost and making all necessary arrangements for committee meetings, including taking minutes during these meetings. The Secretary will also maintain the Curriculum and Instruction budget, reviewing budgets from all departments overseen by the Curriculum & Instruction office. Processing electronic university forms for purchasing, budgets, payroll, and accounts payable is also a key responsibility. In addition to these tasks, the Secretary will assist with various reports for the Assistant Provost, build class schedules for Fall, Spring, and Summer, and ensure accuracy in course/lab fees. The preparation and maintenance of a training manual for the class schedule, as well as entering articulated credit, advance placement, and certificate courses into the university's Banner system, are also part of the role. The Secretary will maintain all articulation records and ensure that a listing is available for the university's website. Furthermore, overseeing all documents that the Assistant Provost approves is a critical function of this position.

Responsibilities

• Serve as the receptionist for the Curriculum & Instruction Office by answering, screening, and troubleshooting phone calls and visitors.
• Schedule meetings for the Assistant Provost of Curriculum and Instruction.
• Make all arrangements for committee meetings and take minutes during the meetings.
• Maintain the Curriculum and Instruction budget and review budgets from all departments overseen by the Curriculum & Instruction office.
• Process electronic university forms for purchasing, budgets, payroll, and accounts payable.
• Assist with correspondences coming into and outgoing from the Curriculum & Instruction office.
• Process vehicle reservations and work orders.
• Assist with various reports for the Assistant Provost of Curriculum and Instruction.
• Build class schedules for Fall, Spring, and Summer.
• Maintain accuracy in course/lab fees.
• Prepare and maintain a training manual for the class schedule.
• Enter articulated credit/advance placement/certificate courses on Banner.
• Maintain all articulation records and ensure a listing is available for the website.
• Oversee all documents that the Assistant Provost of Curriculum and Instruction approves.

Requirements

• Associate degree or comparable work experience.
• 3+ years of office experience is required.
• Computer application skills in the use of personal computers, including a working knowledge of word processing, spreadsheets, data entry, and Google Docs and Google Drive.
• Ability to compose and proofread correspondence in a timely and quality manner.
• Ability to work cooperatively with others in a team-oriented environment.
• Dependable, flexible, cooperative, and able to handle multiple priorities in a confidential manner.
• Professional appearance and positive attitude at all times.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to handle frequent interruptions, balance multiple tasks, meet deadlines, and maintain confidentiality.
• Strong organization and time management skills with attention to detail.
• Demonstrate proficiency with computer software and data input.
• Ability to collaborate and communicate to build relationships with individuals at all levels within and external to the university.
• Strong problem-solving skills with the ability to work independently.

Nice-to-haves

• Banner experience preferred.