Position Number:S79130-20191025 Title:Administrative Secretary Department:Biological Sciences Category:Administrative/Clerical Job Family:Administrative Services Website:https://www.lehigh.edu/~inbios/ Posting Date:10/25/2019 Summary:

The Administrative Secretary will provide secretarial support to the Chair of the Department. The successful candidate will also greet and assist Department faculty and students with administrative needs.

Accountabilities:

1. Secretarial/assistant to the Chair of the Department
   • Screen and direct calls/visitors as necessary
   • Obtain necessary signatures
   • Prepare correspondence for distribution to Department personnel and administration from the Chair
   • Coordinate travel arrangements
   • Coordinate meetings with Department committees, Lehigh personnel, track attendees, prepare necessary materials and take minutes
   • Prepare confidential materials for review to be distributed to external evaluators; ensure information is adequate and complete
   • Coordinate and distribute confidential faculty promotion review materials to appropriate Department personnel and college committees
   • Maintain the Chair's calendar/files/appointments and meet deadline commitments
   • Coordinate preparation and management of confidential materials for the Chair
   • Coordinate and distribute faculty search materials for 25+ faculty/staff members
2. Performs administrative support responsibilities for the Department
   • Contact Facilities regarding all building access and maintenance activities
   • Coordinate faculty search candidates visits: prepare applicant materials and interview schedule, coordinate travel, accommodations, lunches with students, dinners with faculty and escort candidate as necessary
   • Prepare confidential material for Department faculty: letters of recommendation, reappointments, tenure and promotions
   • Sort mail, order office supplies, maintain office equipment, assist Department personnel in the use of office equipment
   • Prepare completed purchase orders and limited purchase orders for distribution for 20+ faculty members and their students and lab techs; track and report any additional expenditures to Department Coordinator
   • Coordinate exam preparation for faculty and Teaching Assistants; copy exams, prepare and process completed exam scantrons, prepare syllabi and documentation for courses
   • Coordinate material preparation for reappointment, tenure and promotion scheduled faculty
   • Prepare and publish Department teaching schedule and Department phone list
   • Submit Department event announcements to Lehigh University Events Calendar
3. Performs clerical and receptionist responsibilities
   • Interface with visitors, students and faculty
   • Answer Department phone; screen calls and direct to appropriate personnel, answer questions and arrange appointments
   • Coordinate Department Senior Open House days, student visits and tours with faculty
   • Provide media assistance for meetings
   • Receive and process incoming and outgoing mail for Department as well as prepare FedEx requests; sort mail for entire building on a rotating basis
   • Provide back up phone coverage to the Academic Coordinator
4. Arranges conferences and other events
   • Track faculty and student applications for the summer internship program; assign teams, find housing, coordinate orientation and weekly seminars and organize poster session
   • Coordinate other Summer Program events; dinners, social activities, etc.
   • Coordinate lunches/dinners for various Department events; seminar speakers, visiting scholars, pool scholars, searches, etc.
   • Reserve conference rooms for Department meetings/lab groups/committee meetings internally and campus-wide
5. Arranges meetings
   • Coordinate meetings for promotion review with appropriate personnel
   • Coordinate Executive Committee meetings when necessary and take minutes
   • Coordinate Department meetings; prepare and distribute necessary paperwork, track attendance and take minutes
6. Provides assistance to students
   • Assist students with the Department office equipment
   • Assist with mail and deliveries: postage, FedEx and package pickup
   • Provide access to offices and buildings including distribution of keys and card access
   • Assist with paperwork for classes: exams, scantrons, etc.
   • Coordinate travel arrangements for graduate students
   • Provide media assistance
   • Assist with academic related activities: major declarations, petitions, seminars/defenses, etc.
   • Contact students to participate in Department events: faculty searches, seminars, etc.

Qualifications:

1. High school diploma or equivalent combination of education and experience
2. Three to five years related work experience
3. Excellent communication and interpersonal skills
4. Solid writing ability and organizational skills
5. Solid computer skills with experience using word processing and spreadsheet software
6. Successful completion of standard background checks including but not limited to: social security verification, education verification, county and national criminal background checks, PATCH, FBI fingerprinting, Child Abuse Clearance. Based upon the requirements of the position Lehigh may also request credit history reports, motor vehicle checks and professional license/certification verification

Special Considerations:

• Periods of high volume/workload may be required during searches; open house; personnel reviews; registration; grant deadlines
• Occasional evening, holiday or weekend hours during searches or Open House events

FTE:100% Grade and Hiring Minimum:7-37.5: $34,010 Salary commensurate with experience and qualifications. Salary adjustments for internal candidates comply with University policy. For more information contact Human Resources. Required Documents Message:Cover Letter, Resume