Math Secretary

Job description

Posting Details

Position Information

Posting Number S140620 Position Title Math Secretary Department Mathematics Division Academic Affairs Classification Clerical FLSA Classification Non-Exempt Union/Non Union Union Full Time / Part Time? Full Time Hours per week 40 Temporary? No Posting Detail Information

Posting Date 02/15/2019 Closing Date 02/25/2019 Open Until Filled No Special Instructions to Applicants

For full consideration, unofficial transcripts for the required degree (if applicable) must be attached and submitted at the time of application.

All offers of employment are contingent upon the following:

• Post-offer, satisfactory results of pre-employment background check
• Post-offer, satisfactory results of pre-employment Drug Screening for employees that are new to the College
• Post-offer, satisfactory results of pre-employment physical exam in circumstances where the nature of the work renders it appropriate or where Federal law or regulation requires

Advertising Summary

Would you like to work for one of the first choices of employment?

Do you want to be part of a strategic organization?

One that prides itself on educating our future workforce.

Tucked in the middle of a wildlife preserve, bridging the banks of a lake and surrounded by its own Arboretum, Joliet Junior College is an educational community that embraces diversity and promotes personal growth. Each year, more than 35,000 students find the diverse, comprehensive high quality educational experience they are looking for at JJC. We hope that you will take a few minutes to explore the job opportunities we have available and consider becoming a part of this experience.

The recruitment of qualified and diverse faculty and staff is the cornerstone of JJC’s commitment to an innovative, collaborative and inclusive educational community. At JJC, we respect the wealth of knowledge and experience each of our employees brings to the workplace. The college supports this commitment by providing full-time employees with a comprehensive benefits package for our full-time employees including:

Blue Cross Blue Shield of Illinois (employee & family)

•Medical
•Dental
•Vision

Flexible Spending Account

403(b) and 457(b) option for pre-tax retirement savings

Joliet Junior College Tuition Assistance (employee & family)

Long Term Disability

Life Insurance & a comprehensive leave plan including:

•Federal holidays
•Vacation
•Personal
•Sick

Link to Human Resources website

http://www.jjc.edu/about-jjc/college-leadership/administration/human-resources

Job Description

POSITION TITLE:SECRETARY, MATH CFMATH-SECY01
STATUS:Full time
DEPARTMENT:Math
DIVISION:Arts and Sciences
CLASSIFICATION: Non-exempt
UNION:Clerical
REPORTS TO:Department Chair
PLACEMENT: Clerical Grade 8
MINIMUM PAY RATE:$21.02 per hour

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

POSITION SUMMARY
To provide a wide variety of highly responsible and complex clerical and secretarial duties requiring the exercise of a high level of discretion; to provide professional, effective and efficient customer service assistance to students, faculty, and college personnel, and support to the Department Chair. Serves as a secretary to a department head, relieving an administrative official of operational details which involve a great amount of confidentiality. May be involved in the staffing and supervision of part-time clerical employees and student workers. Considerable judgment, initiative, and independent action in establishing or adapting work procedures to new situations are required. Work requires knowledge of the policies and procedures within the Department and College Systems.
ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1.Prepare and type correspondence, documents, internal and external reports, tests and other related materials. Update and maintain syllabi, curriculum, classroom materials, mailing lists, records, handbooks, databases and files.
2.Receive and direct visitors, handle phone calls, take and relay messages, provide requested information, prioritize and distribute mail. Counsel students and part time instructors on issues and college procedures. Provide technical support to department personnel and students with the use of office equipment.
3.Create and maintain semester class schedules. Work with Department Chair to determine changes to class schedules.
4.Create documents using math-specific software (e.g. Math-Type, Equation Editor). Work with Department Chair to supply all textbook information into Verba Collect. Work with 25Live room scheduling software to make room assignments or changes.
5.Assist all adjunct faculty in the Department; conduct student evaluations of faculty.
6.Assist students with class registrations, proficiency and written exams, and related services.
7.Order and maintain inventories of textbooks, supplies and uniforms; communicate with publishers and vendors.
8.Prepare payroll for faculty, staff and student workers; process course loads and office hours, questionnaires, surveys, vehicle requests, facility use, direct pay vouchers, invoices, purchase requisitions, subscriptions, budget transfers, work orders and service arrangements.
9.Work collaboratively with other departments and/or vendors.
10.Participate in achieving departmental and college goals and objectives.
11.Other related duties as assigned.

OTHER REQUIRED DUTIES
1.Plan and schedule appointments and events, coordinate travel arrangements, organize accommodations, maintain calendars and attendance records.
2.Assist chair in maintaining and monitoring departmental budget. Collect, transfer, deposit, and verify monies for all departmental expenditures. Maintain accounting and related business records of operations. Maintain college/department credit card.
3.Prepare agenda, take minutes at the department meetings, and maintain records of minutes.
4.Collect and maintain faculty course syllabi and adjunct faculty gradebooks.
5.Maintain adjunct faculty seniority list, leave of absence records, evaluation schedules, and available tutoring/lab/substitute hours (watchful of college and ACA requirements).
6.Schedule faculty proctors and substitutes.
7.Assist with the ICTM and JJC Invitational Math Contests.
8.Consult with faculty on course section text and software requirements, report adoptions in Verba.
9.Assign faculty classrooms and schedule computer labs; update and post room matrices.
10.Distribute developmental final exams and related materials; score and collect exam Scantrons.
11.Work with and assist the Math Placement Specialists and all Math Coordinators (Developmental Education, Adjunct, Dual Credit, Transition Math, and Math Contests).
12.Supervise student workers and assign tasks.
13.Review office procedures and suggest to the chair necessary changes.
14.Maintain Department organizational chart.

MINIMUM QUALIFICATIONS
1.H.S. or equivalent.
2.Five (5) years of progressively responsible secretarial experience with supervisory responsibilities.
3.Extensive personal computer skills and a thorough knowledge of several software applications including Microsoft Office Suite for Windows and/or Mac, the Datatel System with knowledge of the student record/schedule/faculty assignment sheet system, Intranet, E-board, E-mail and Internet.
4.Ability to accurately type and proofread carefully. Ability to perform multiple tasks simultaneously.
5.Attentiveness to detail, excellent organizational skills, initiative, math aptitude.
6.Excellent verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.

PREFERRED QUALIFICATIONS
1.Associate’s degree.
2.Experience in the Academic Affairs area.

PHYSICAL DEMANDS
1.Normal office physical demands.
2.Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS
1.Duties are performed indoors in the usual office environment.

Application Procedures: “Apply to this Job at employment.jjc.edu”

Application Deadline: February 25, 2019

All offers of employment are contingent upon the following:
• Satisfactory results of a background check
• Post-offer, pre-employment Drug Screening for employees that are new to the College
• Post-offer, pre-employment physical exam in circumstances where the nature of the work renders it appropriate or where Federal law or regulation requires

Joliet Junior College is an equal opportunity/affirmative action college supporting diversity.

ANNUAL CLERY SAFETY REPORT (ASR) NOTICE FIRE SAFETY REPORT (FSA) and MISSING PERSON POLICY (MPP) FOR STUDENTS RESIDING IN “ON CAMPUS” STUDENT HOUSING
Joliet Junior College is committed to assisting members of the JJC community in providing for their own safety and security. The annual CLERY security compliance document along with the Fire Safety Report (FSR) and the Missing Person Policy (MPP) for students residing in “on campus” student housing is available at the JJC Police Department website :
www.jjc.edu/cleryreport

If you would like to receive the ASR, FSR or MPP in booklet form, you may stop by the Campus Police Department located on Main Campus in G 1013 or call Campus Police at 815-280-2234. The website and booklet contain information regarding campus security and personal safety such as crime prevention and reporting, police law enforcement authority, disciplinary procedures and other related security policies. They also contain information about crime statistics for the three previous years for all JJC campuses, property owned and controlled by JJC District 525 and on public property immediately adjacent to JJC campuses.
This information is required by law and is made available by the Joliet Junior College Police Department.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma or equivalent?
    • Yes
    • No
  2. * Do you have a minimum of five (5) years of progressively responsible secretarial experience with supervisory responsibilities? Please explain.

    (Open Ended Question)

  3. * Do you have extensive personal computer skills and a thorough knowledge of several software applications including Microsoft Office Suite for Windows and/or Mac, the Datatel System with knowledge of the student record/schedule/faculty assignment sheet system, Intranet, E-board, E-mail and Internet? Please explain.

    (Open Ended Question)

  4. * Do you have the ability to accurately type and proofread carefully and perform multiple tasks simultaneously?
    • Yes
    • No
  5. * Do you have attentiveness to detail, excellent organizational skills, initiative, math aptitude?
    • Yes
    • No
  6. * Do you have excellent verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population?
    • Yes
    • No
  7. * Do you have an Associate's Degree or higher?
    • Yes
    • No
  8. * Do you have experience in the Academic Affairs area? Please explain.

    (Open Ended Question)

Applicant Documents Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Unofficial Transcripts
  2. Other Document

 

 

 

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Posted: 2/16/2019
Application Due: 2/26/2019
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