Senior Secretary--Biology

University of South Dakota - Vermillion, SD

Full-time - Entry Level

Vermillion, SD

Educational Services

About the position

The Department of Biology at the University of South Dakota is seeking a dedicated and organized individual for the position of Senior Secretary. This is a full-time, 12-month position that is eligible for benefits. The Senior Secretary will play a crucial role in managing the office functions of the department, serving as the first point of contact for visitors and the public. This position requires a proactive approach to instructing others on departmental procedures and processes, scheduling appointments, and coordinating group meetings. Additionally, the Senior Secretary will supervise student workers, ensuring that the office runs smoothly and efficiently. In addition to office management, the Senior Secretary will be responsible for performing various fiscal and accounting duties. This includes maintaining and providing current information regarding the department's budget and accounting, processing purchase orders, handling invoices payable, and managing reimbursements for travel and other expenses. The role also supports the academic program by assisting with academic scheduling, monitoring course sections and enrollment, and providing assistance to students and faculty with registration issues. The ideal candidate will have a strong understanding of basic accounting processes, familiarity with a higher-education work environment, and knowledge of generally accepted office practices and business operations. The Senior Secretary must be proficient in various computer software applications, including Outlook, Excel, Word, Adobe, PowerPoint, and other Microsoft Office programs. Familiarity with collaborative systems such as Google Drive, Teams, SharePoint, and Zoom is also essential. The ability to interpret policies and rules for appropriate application, work effectively as a team member, and maintain regular and reliable attendance is crucial for success in this role.

Responsibilities

• Manage department office functions, serving as the first point of contact for visitors and the public.
• Instruct others on departmental procedures and processes.
• Schedule appointments and group meetings.
• Supervise student workers.
• Perform fiscal and accounting duties, including maintaining budget information and processing purchase orders.
• Handle invoices payable and reimbursements for travel and expenses.
• Assist with academic scheduling and monitor course sections and enrollment.
• Assist students and faculty with registration issues.

Requirements

• Knowledge of basic accounting processes such as paying invoices, balancing accounts, and coding expenses.
• Familiarity with a higher-education work environment.
• Understanding of generally accepted office practices and business operations.
• Proficiency in computer software applications including Outlook, Excel, Word, Adobe, PowerPoint, and Microsoft Office programs.
• Familiarity with collaborative systems like Google Drive, Teams, SharePoint, and Zoom.

Nice-to-haves

• Ability to interpret policy/rules for appropriate application and follow proper procedures.
• Ability to work effectively as a team member.
• Ability to maintain regular and reliable attendance.