Secretary IV, Academic Schools

Miami, FL
Sep 07, 2017
Institution Type
Community College

Job Title Secretary IV, Academic Schools
Job ID 996402
Location Wolfson Campus
Full/Part Time Full-Time
Regular/Temporary Regular

Job Details

Job Family
STAFF- Support Non-Exempt (SNE)
$19.22 - $24.02
Academic Schools
Reports To
Vice Provost
Closing Date
Open Until Filled
FLSA Status

Job Summary

The Secretary IV provides advanced and complex administrative level support to the designated area and/or department.

Duties & Responsibilities

  • Works as part of the office's staff support team and provides support accordingly
  • Monitors and maintains records
  • Acts as linker or scanner for Image Now
  • Prepares purchase requisitions for the department, as needed
  • Plans and schedules meetings and conferences
  • Types correspondence and assists in compiling of reports for internal and external distribution
  • Handles direct inquiries from internal and external constituents and follows-up with appropriate action
  • Composes routine correspondence independently and maintains mailing lists; files and completes special projects as assigned
  • Answers telephone, screens callers, relays messages and greets visitors
  • Records minutes of staff meetings
  • Maintains and distributes office supplies
  • Prepares on-line payrolls
  • Produces electronic information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics
  • Makes decisions regarding dissemination of information, screening of visitors and deferral or immediate action in absence of supervisor
  • Assists with supervision of student assistants including work assignments
  • Handles highly sensitive and confidential information
  • Performs other duties as assigned

Minimum Requirements

  • Associates degree or business school degree/certificate and four (4) years of progressive office experience as a secretary
  • All degrees must be from a regionally accredited institute
  • Knowledge and understanding of College organization, goals and objectives, and policies and procedures
  • Knowledge and commitment to the college mission
  • Knowledge of current technical developments/trends in area of expertise
  • Excellent organizational and communications skills (both oral and written)
  • Knowledge of PC applications and solid computational skill
  • Strong interpersonal skills and the ability to effectively communicate with a wide range of individuals and constituencies in a diverse community
  • Ability to type 40 wpm
  • Ability to write reports, business correspondence, and procedure manuals
  • Ability to effectively present information and respond to questions from top management, groups of managers, clients, customers, and the general public
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
  • Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents
  • Ability to work with user communities of diverse backgrounds and skill levels
  • Ability to work in a multi-ethnic and multi-cultural environment with students, faculty and staff
  • Ability to work a flexible schedule that may include evening and weekend assignments

Essential Position

  • This function/position has been designated as essential. This means that when the College is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at the College.