Secretary 3
Case Western Reserve University - Cleveland, OH

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POSITION OBJECTIVE

The part-time secretary 3 acts as an assistant to both the secretary 4 and the department administrator 2 and may also assist the department assistant 2. This person is responsible for providing the faculty, staff and students with the information and supplies necessary for the routine functioning of the psychology program office. The secretary 3 provides clerical assistance to the chair, clinical director and experimental director as well as the psychology program faculty in general. The secretary 3 may also provide assistance to the department assistant 2, the communication sciences graduate program director and the communication sciences program faculty. The part-time secretary 3 oversees undergraduate inquiries and procedures for the psychology program, as well as giving out information to the program’s graduate school applicants. This secretary handles some extremely confidential material (e.g. test scores, letters of recommendation, admissions materials, exams, and other personal information) therefore; this person must be discreet and able to maintain confidentiality.

ESSENTIAL FUNCTIONS

  • Compile and coordinate all student, alumni and faculty information needed to complete American Psychological Association annual survey.
  • Type correspondence, memos, recommendation letters, etc.
  • Generate frequent correspondence with clinical program’s alumni to gather information necessary for various departmental projects.
  • Coordinate and update faculty and graduate student addresses and phone numbers, office listings and secondary/adjunct faculty listings.
  • Schedule room space for classes, special seminars and meetings and colloquiums as needed.
  • Distribute faculty, student and staff mail.
  • Responsible for the regular maintenance of clinical program’s alumni directory.
  • Answer telephones, take messages, and transfer calls.
  • Print and post departmental information (honors received/articles published) and job opportunity notices.
  • Respond to inquiries from students, and the general public regarding the activities of the department and questions regarding the graduate and undergraduate programs which may require gathering information from faculty to answer specific questions received.
  • Train and supervise the work of the work-study students.
  • Run errands.
  • Open and close the office when needed or asked to by the supervisor.
  • Handle departmental mailings, including processing departmental mail, forwarding mail, sending, scheduling and receiving Federal Express and UPS deliveries, notifying faculty/students of packages received, record postage costs to be charged to various accounts, etc.
  • Coordinate the major/minor advisor assignments and maintain master list and files. Notify faculty of their assignments.
  • Xerox, fax and scan daily.
  • Maintain department and grant accounts filing.
  • Greet and provide building access to department visitors.
  • Compile and place textbook orders as well as desk copies when needed.
  • Gather course syllabi from instructors each semester to keep on file in department.
  • Reserve and track department assessment testing materials.
  • Handle facility and custodial requests.
  • Perform miscellaneous clerical tasks for departmental faculty.
  • Send out reprint information upon request.
  • Maintain department office equipment and report service needs to department administrator 2 or call in service request personally.
  • Assist with departmental bulk mailings.
  • Assist with the preparation of graduate student applicant files by gathering applicant interview information via phone, mail or e-mail, creating/maintain applicant files, etc.
  • Maintain department Blackboard site used to notify department majors and minors regarding announcements, etc.
  • Create flyers for department meetings and colloquiums, as well as specific forms needed for better workflow in the main office between faculty and staff.


  • NONESSENTIAL FUNCTIONS

    Perform other duties as assigned.

    CONTACTS

    Department: Contacts many positions within the department and management center for various reasons. Some of the positions contacted daily include the faculty, chair, clinical director, and experimental director. Constant daily contact with the secretary 4 and department administrator 2.

    University: Contacts many positions within the university for various reasons. Some of the positions contacted most frequently include: Cashier’s Office, Key Shop/Access Services, Facilities, Custodial Services, Information Technology Services, Undergraduate Studies, Graduate Studies, University Bookstore, Development Relations and the Registrar. Some of the other departments within the university that are in frequent contact with the position are the Anthropology and Sociology departments.

    External: Contact with registrar and admission offices of other universities and colleges, psychology departments at various other universities, the American Psychological Association, purchasing departments, journals and associations affiliated with the department. Contact with newspaper, television, and magazine institutions on a weekly basis.

    Students: Contact with psychology graduate students and CWRU undergraduate students daily for various purposes listed under essential functions. Contact with prospective graduate students daily during the period of application and weekly otherwise for various purposes listed under essential functions. Contact with prospective undergraduate students weekly for various purposes listed under essential functions.

    SUPERVISORY RESPONSIBILITY

    Oversee the work of work-study students, campus job students and temporary help.

    QUALIFICATIONS

    Experience: 1 to 1 1/2 years of secretarial and office experience required.

    Education/Licensing: High school education required.

    REQUIRED SKILLS

  • Excellent organizational skills
  • Must be able to work both quickly and accurately
  • Must be confident and capable of working under frequent or moderate supervision
  • Ability to deal effectively with all types of people with a high degree of professionalism and discretion
  • Excellent typing and filing skills are required
  • Must have good bookkeeping and accounting skills
  • Computer knowledge in Microsoft Word, Excel, PowerPoint and Windows required


  • WORKING CONDITIONS

    The part-time secretary 3’s working conditions are very fast paced. Very frequently, the position will have more to do than can be accomplished in one day, therefore, organization is essential at times. There are constant interruptions because the psychology office is the center where all information within the department is distributed. The flow of people through the department is constant throughout the day and the office secretary must be able to handle these people quickly and tactfully while not neglecting other duties. Even though the department administrator 2 supervises the secretary 3, this person works for everyone in the department and is overseen by all faculty.

    Diversity Statement

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

    Reasonable Accommodations

    Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

    Case Western Reserve University - 16 months ago - save job - block
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