Secretary

Special Instructions

Dear Applicant,

The South Texas College Office of Human Resources will not be held responsible for redacting any confidential or sensitive information from the documents that you attach to your application. Confidential and sensitive information include the following:

• Social Security Number
• Date of Birth
• Age
• Citizenship Status
• Gender
• Ethnicity/Race
• Marital Status
Applicant Photos

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Please make sure that you omit this information from your application prior to submission. We are advising you that the Office of Human Resources will be forwarding your application to the hiring department as per your submission.

Transcripts
Transcripts must be from an institution accredited by an accrediting agency recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA).

Foreign transcripts
Applicants submitting employment applications with foreign transcripts must provide transcript equivalency documentation from an approved evaluation service. The evaluation service must be a member of the National Association of Credential Evaluation Services (NACES). The evaluation service links on the following site are provided by South Texas College for your convenience but are not affiliated with South Texas College: NACES Members

Job Description

Department: Bachelor Programs

General Statement of Job

The Secretary provides clerical and administrative support to faculty and other supervisory personnel.

Specific Duties and Responsibilities

Essential Functions:

• Provides administrative support and assistance to the dean, program chair(s), faculty, and the division office as needed, including but not limited to making copies, scheduling, correspondence, travel arrangements, and mileage reimbursements.
• Maintains departmental files and coordinates various departmental initiatives and events.
• Performs budget responsibilities as needed by balancing the departmental budget monthly and developing and tracking of requisitions and purchase orders by program chair and division office.
• Assists program chairs with departmental Notice of Employment (NOE) and FLAC completion.
• Orders and distributes supplies, and arranges for equipment maintenance.
• Participates in support staff meetings.
• Collects department's reference materials such as syllabi, faculty directory and office hour information; acts as custodian of department documents and records.
• Organizes department meetings and events by booking facilities, compiling and distributing documents and providing necessary logistics, and composes meeting minutes.
• Provides customer service and serves as a source of information to students, staff, and faculty on procedures, programs, and office activities.
• Tracks inventory of equipment and its locations for audit purposes and assists division office in preparing inventory audit reports.
• Prepares memorandums outlining and explaining administrative procedures and policies for department employees.
• Participates in professional development, as directed.
• Prepares materials for distribution, including data spreadsheets and marketing materials.
• Provides tour of facility for visitors, as needed.
• Performs other duties according to division/department needs.

Required Education and Experience

1. To qualify, one of the following must be met:

• College Certificate
• A minimum of 30 earned college hours

2. At least one (1) year of work experience in a professional work setting required.

Required Knowledge, Skills and Abilities

• Excellent oral, written and interpersonal communication skills.
• Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.
• Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.
• Ability to work independently as well as a team player within department and with others.
• Demonstrated commitment to achieving the vision and mission of South Texas College.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.
• Ability to apply practical understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

Checks, Certificates, Licenses, and Registrations

• Security Sensitive position: All applicants are subject to a criminal background check under South Texas College policy.

Physical Requirements

• Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Bending the body downward and forward by bending leg and spine.
• Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Applying pressure to an object with the fingers and palm.
• Perceiving the nature of sounds at normal speaking levels with or without correction.
• Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• Ability to make rational decisions through sound logic and deductive processes.
• Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Sitting particularly for sustained periods of time.
• Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
• Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
• Mobility to accomplish tasks, particularly for long distances or moving from one work site to another.

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Minimum Compensation

Desired Start Date

Posting Close Date (No Close Date if Blank)