An Academic Department Secretary functions as the sole worker responsible for maintaining the smooth flow of the academic departmental office on a university campus. Total responsibility of working directly with a chairperson plus faculty staff members in the department, undergraduate and/or graduate students in the department and in other departments, the University's Administration and the public outside the university, Must interact with a wide variety of personalities and know or know how to access a wide variety of information. Must also display utmost discretion and confidentiality.1. Required to know/learn new technology as follows: use of computers, software programs such as Microsoft Word, Microsoft Excel, Microsoft Access, Outlook express, Banner, SAP, the university mainframe, and the Internet and other software programs as they become available/required by the University. Provide training to faculty on updated technology, i,e., phones, computers, mainframe, office equipment, and video equipment.2. Enter Request for Encumbrances on mainframe and Service Purchase Requests from faculty members as well as initiate individual requests. Inquire how to handle special orders, initiate the order, determine the budget object, transfer the monies and place order.3. Monitor budget allocations and transfer department funds as necessary. Keep chair informed of budget totals.4. Enter work orders for department and follow through to completion.5. Take inventory of office supplies in department office and machine rooms -- enter orders on mainframe or request from building stock clerk.6. Retrieve student data from mainframe, such as their class schedules, grades, addresses, phone numbers, major, credits taken, etc. as requested by chair or faculty.7. Retrieve faculty class schedules and class lists from mainframe as requested.8. Coordinate Graduate Assistants schedules or refer them to the appropriate faculty person handling coordination. Inform Graduate Assistants of departmental policies and procedures. Collect, maintain and verify department record of hours worked by Graduate Assistants, submit records bi-weekly and distribute student paychecks, if needed.9. Maintain and update files for each student in the department office.10. Make students and faculty aware of the following dates/due dates: o scheduling o last day to withdraw from a class o textbook orders o application for graduation o scholarship due dates o faculty meetings o final examinations11. Reserve rooms for faculty help sessions, evening exams, seminar speakers, special events. 12. Responsible for setting up meetings by communicating with each committee member to arrange times and dates, then notifying them. Also responsible for scheduling, rescheduling and canceling appointments for the department chairperson and faculty when requested. Make phone calls or send emails or faxes for department chairperson and faculty if requested.13. Process travel expense vouchers. Request complete information from faculty including necessary receipts; make certain information is correct, type and forward to appropriate administrative office. Also, informing faculty of any changes to procedures or money allotments. 14. Type letters of recommendation for students and faculty, correspondence, agendas, article, reviews of textbooks, and special reports from copy, rough draft or dictation, revise grammar, punctuation and spelling as necessary.15. Review and edit department documents such as student manual, department profile, and letters of recommendation in consultation with Chair and Faculty, as requested.16. Student/Faculty Evaluations -- prepare materials for distribution and hand carry to the appropriate Administrative Office when completed.17. Call or email publishing companies for desk copies and supplemental materials for textbooks. Check on availability of new editions.18. Maintain office hours for faculty members and copies of tex book orders each semester for various inquiries made.19. Responsible for announcing to students cancellation of classes.20. Department meetings -- take and type minutes, copy/email and distribute.21. Responsible for maintaining files of correspondence for department chairperson and department members as requested22. Assign mailboxes and distribute mail for department.23. Request keys for faculty, staff, students. Report any problems with locks or changing of locks to the campus locksmith and make sure problem is corrected.24. Supervise work/study undergraduate students.25. Report computer, Internet, and Outlook Express problems to the fix line for our faculty/students.26. Report building maintenance problems to appropriate people.27. Make room reservations for guest speakers, either on or off campus,28. Submit schedule for department on appropriate forms/software.29. Update department content for University catalogues by deadlines provided by administration 30. Submit forms such as: overload forms, requests to fill/create a position, textbook orders, travel applications, course by appointment form, food service request form, and request for incomplete grade, independent study, and surplus form in consultation with department chair31. Operate office machines such as computer, typewriter, copier, and fax machine. Care and simple maintenance of machines and ordering supplies. Whenever possible, correct problems or report more difficult problems to the proper campus authorities.32. Coordinate all necessary moving within the department with campus moving crew. Coordinate necessary repairs within the department. Handle requests for media service equipment.33. Make inquiries on best price for supplies and equipment, in some cases, before submitting information to our Purchasing Office. Purchase off campus supplies for immediate use. Process petty cash forms.34. Attend workshops and training necessary to perform duties of job.35. Receive visitors and telephone calls. Direct individual to appropriate personnel and assist individuals by providing information or resolving problems related to University regulations and procedures.36. Daily organization and prioritizing of workload with minimal supervision, carrying out work to completion.37. Function as sole worker interpreting work assignments and carrying them to completion, providing assistance to students, faculty, the administration, off campus persons and our chairperson.38. Participate in Faculty Searches in the following manner: set up folders, database for applicants, file supporting letters, transcripts, reserve rooms for final applicants' interviews and teaching demos, make announcements, post them on department floor, acquire lunch tickets for visits, complete forms for lodging accommodations and follow-up, complete travel expense vouchers for candidates, set up meeting with candidates and the dean and advise faculty members of candidate's schedule in the department office. After the selection is made, send appropriate letters to other applicants.39. Assist in the following university review processes: Middle States Review, Program Reviews, Outcome Assessment, CSWE by acquiring data from the appropriate university offices and compiling reports as directed by department chair or lead faculty.