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Job Details

Secretary IV

Council Bluffs, IA, United States

Posted on
Jan 31,2019

Apply for this job


Secretary IV
Department: Agriculture, Aviation, Construction, Nursing, Science, Surgical Tech & Vet Tech
Basic Function and Responsibility:
Under general supervision, coordinates, oversees and performs a variety of skilled clerical and office management activities for an academic division. Provides support for dean and faculty. Considerable judgment and independent action is exercised in establishing or adapting work procedures to new situations.
Typical Physical Demands:
Requires prolonged standing or sitting. Requires frequent bending, stooping or stretching. May require light lifting. Requires eye-hand coordination and manual dexterity. Requires ability to distinguish letters or symbols. Requires the use of office equipment such as computer terminals, calculator, telephone, faxes, and copiers. Type 40 words per minute.
Typical Working Conditions:
Work is routinely performed in an office environment. Frequent contact with internal and external customers is required. Hours are Monday through Friday, 8:00 am- 4:30 pm
Characteristic Duties and Responsibilities:
* Faculty/Division Support:
Maintains all files and supportive data in an organized system for the respective division.
Serves as the divisional contact for students, faculty, community and vendors.
Schedules meetings for the dean and designated persons.
Collects, inputs scheduling data, archives and maintains accuracy of this data for the academic year, produce and post classroom schedules
Coordinates the hiring process and orientation of new faculty, including interactions with Human Resources and Information Technology.
Maintains timely submission of course/program assessments, web-based program pages, and syllabi uploading by working closely with dean and faculty.
Maintain high level of confidentiality in all areas of position.
Maintains active communication with appropriate accrediting agency personnel.
Serves as the dean’s designee for transmitting instructions, coordinating communication within the division in a timely manner and is delegated responsibility for handling specific routine administrative details.
Composes correspondence on routine matters requiring knowledge of departmental operations and regulations using standardized forms.
* Public Relations:
Acts as a receptionist, greeting visitors, answering and responding to general inquiries, or directing visitors.
Work cooperatively with the public and other College employees.
Coordinates divisional activities related to outside accreditation including the Higher Learning Commission, National Alliance of Concurrent Enrollment Partnership and program specific agencies.
* Fiscal Duties:
Completes all correspondence, financial reports documents and other transcribing for the dean with accuracy.
Prepares purchase requisitions and travel requests.
Prepares faculty and staff payroll related documents.
Monitors budget expenses and tracks invoices.
* General Office:
Work independently and perform routine office management activities with minimal guidance.
Organizes, prioritizes, and retrieves appropriate data to complete assignments from the Dean within established guidelines.
Demonstrate proficiency in computer operations and software systems including but not limited to: Microsoft Office, Colleague, Moodle Room.
Retrieves/tracks files or information from manual or automated files.
Maintains manuals and updates resource materials, ensures they are accessible on-line.
Sort, separate, arrange, file, and distribute incoming mail products or material in appropriate manner.
Demonstrates continuous quality improvement efforts to improve operations while maintaining quality service and timeliness.
Move light objects weighing less than 20 pounds such as mail, supplies, and files.
Performs other duties as assigned.
$12.00 hourly
Associates Degree
: Associate degree in office administration or related field or three years of progressively responsible administrative professional experience.
Supervision Received:
General supervision received from Dean of Division
Supervision Exercised:
Equal Opportunity and Non-Discrimination:
It is the policy of **MEMBERS ONLY**SIGN UP NOW***. to provide equal educational opportunities and not to discriminate on the basis of race, color, creed, religion, national or ethnic origin, ancestry, genetic information, physical or mental disability, age, sex, sexual orientation, gender identity or expression, pregnancy, marital status, veteran status, AIDS/HIV status, citizenship, or medical condition, as those terms are defined under applicable laws, in its educational programs, activities, or employment practices.
Questions or complaints? Contact Title IX and Equity Coordinator, Kim Henry, or ADA Coordinator, Keri Zimmer, ****
, 712-325-3200, or the Director of the Office for Civil Rights, U.S. Department of Education, Citigroup Center, 500 W. Madison, Suite 1475, Chicago, IL 60661, (312)-730-1560, ****
. More information at ****

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