The incumbent provides receptionist, clerical, and secretarial responsibilities for the chairperson and faculty of the Department of Mass Communications (75%) and the Department of Instructional Media Services (25%).
Primary Duties and Responsibilities :
Determine the priority of work based on departmental policy or chairperson's instruction and organize work accordingly.
Assist chairperson in meeting and enforcing deadlines and departmental policies.
Answer and screen incoming telephone calls. Handle phone calls when possible and follow-up with necessary correspondence. Refer calls as necessary to appropriate individual. Handle routine requests for information; direct visitors to appropriate departmental staff; record messages for faculty.
Attend department meetings; prepare and help establish agenda, take and type minutes of meeting.
Interview and hire student workers, assign and oversee work assignments. Verify employment eligibility information on student assistants. Complete I-9 forms for each student. Calculate budget expense for each student and monitor student employment budgets.
Monitor department budget, prepare and process various University forms such as purchase orders, food service requests, MWO, travel requests, and request for duplicating services. Input and monitor transactions using the SAP system. Prepare worksheets to calculate encumbered and expended monies within the department budget.
Responsible for placing/receiving orders charged to the Department using the Visa purchasing card. Verifies charges, rectifies discrepancies and reconciles monthly statements.
Inventory office supplies monthly and re-order as necessary.
Make travel arrangements and process travel requests and vouchers.
Maintain departmental files of correspondence, personnel records, etc.
Maintain advisement filing system: process forms, prepare list of advisees, enter advisee assignment changes on the computer, compose and process necessary correspondence.
Prepares spreadsheet of student requests for Mass Communications courses and schedules approximately 250 Mass Communications students into the approved major courses.
Assist the chairperson in monitoring student enrollment, scheduling, and graduation requirements.
Maintain and update as needed the Electronic Lock access lists for MCHS/IMS.
Assist the department majors and other students in scheduling courses and course selection.
Assist search and screen committee chairpersons by typing and processing correspondence, job descriptions, and position advertisements; compiling applicants' data; making travel, meal and housing arrangements for applicants.
Type, process, and copy examinations, course syllabi, policies, and classroom handouts for faculty.
Assist faculty with correspondence.
Prepare consolidated listing of faculty class and office hours.
Assist faculty with office arrangement and logistical support, such as office and building key requests, telephone service, and copier privileges.
Work with Director M&PAF to fulfill deadlines and reports for solicited grants.
Schedule reservations for use of Studios A, B & C.
The General Summary and Principal Duties and Responsibilities sections summarized above provide a representative listing only and should not be regarded as a complete statement of tasks performed by incumbents of this position. It should be recognized, therefore, that employees may be asked to perform job related duties in addition to those outlined above.
Applicant must possess these skills, knowledge, and abilities or to be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of simple sentence structures, one and two syllable words, and punctuation marks for word, number, and sentence separation.
Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.
Knowledge of techniques applied in using the English dictionary.
Knowledge of the types, organization, and use of standard office files, logs, forms, and letter, formats.
Skill in typing at a minimum speed rate of 40 words per minute.
Ability to understand and follow oral and written instructions which explain multifaceted procedures.
Ability to perform within processing procedures which involve an understanding of multiple aspects and application of varied standards.
Ability to proofread information for conformance with a prescribed pattern or form, to assure the adherence to clerical office methods, or for compliance with specific administrative or procedural rules.
Ability to transfer information and present it in a modified form according to rules and procedures.
Ability to collect and organize material for reports by determining what available information should be included and
presenting the information in a prescribed organized format.
Ability to compose straightforward informational correspondence such as transmittals or acknowledgements in reply to request or questions on the work process or related information.
Ability to perform basic arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and
multiplying and dividing by one digit whole number or decimal multipliers and divisors.
Ability to instruct and advise clerical employees on the methods and procedures used in the work area.
Ability to organize work and develop effective work methods in an area which involves variable phases of different techniques and procedures.
Ability to make duty oriented decisions on the basis of well-defined standards and precedents.
Ability to operate office and mail processing machines such as the adding machine, photo-copier, postage meter, and addressograph; and instruct others on their use.
MINIMUM EXPERIENCE AND TRAINING : Six months of experience as a Clerk Typist 1 or completion of a high school business curriculum which included courses in typing and office practices; or one year of clerical experience; or an equivalent combination of training and experience.
Applicants will be rated on the following criteria:
1) Experience with office technology and software programs.
2) Ability to prioritize, multi-task or be flexible in the work place.
3) Ability to collect and compile information from a variety of sources.
4) Interpersonal skills to deal with individuals requiring a variety of information or service(s), i.e. department
chair, faculty, students, parents, or equivalent situations.
5) Experience working with diverse populations.
Finalist must communicate well and successfully complete an interview.
All applicants not currently employed by Bloomsburg University as a clerk typist must successfully complete a typing assessment at the time of the interview to be considered for this position.
Prior to a final offer of employment, the selected candidate will be required to submit to a background check including, but not limited to, employment verification, educational and credential verification and criminal background check.
Completing this search is contingent on available funding.
Application Procedure : In order to receive consideration, submit a Bloomsburg University Merit Systems Employment Application to the Office of Human Resources and Labor Relations by 4:30 p.m. on the last day to apply. Applications are available in the Human Resource Office, located in Waller Administration Building or may be downloaded from www.bloomu.edu/jobs. Faxed resumes and/or applications will not be considered.
Bloomsburg University of Pennsylvania is committed to equal educational and employment opportunities for all persons without regard to race, religion, gender, age, national origin, sexual orientation, disability or veteran
Bloomsburg University of Pennsylvania - 2 years ago