OLSE Administrative Secretary

Job Number: 2025-00305

General Description of the Position

The Administrative Secretary will report directly to the Assistant Vice President of Student Engagement and be responsible for the performance of secretarial and clerical work including but not limited to compiling data for reports, filing, making appointments, greeting visitors and other general routines.

Essential Functions & Required Knowledge, Skills and Abilities

Essential Functions
The following are functions essential to performing this job:

1. Ensures the efficient operation of the office as it relates to administrative duties.
2. Develops and initiates office forms and procedures.
3. Assists with budget preparation and review.
4. Processes contracts and payments request for students’ organizations and departments.
5. Prepares, tracks and coordinates student organization and departmental budgets and expenditures.
6. Arranges travel (airlines, hotels, transportation, and meals- requisitions etc.)
7. Schedules meetings, appointments, conferences, and workshops.
8. Answers telephone and gives information to callers or route calls to appropriate university officials and place outgoing calls. Gives out information as directed.
9. Composes and types routine correspondence. Collects data and prepares rough drafts of reports.
10. Greets visitors, ascertains the nature of business, and conducts them to the appropriate person.
11. Operates office equipment such as copy machine, computer, multi-line telephone, etc. as required.
12. Develop, implement, and maintain filing system and records; modify system as appropriate.
13. Office credit card reconciliations and obtaining petty cash request.
14. Reads and routes incoming mail and prepares materials for mailing.
15. Handles cash and other valuables as assigned.
16. Retrieve student data for report generation.
17. May take and transcribe dictation including technical manuscripts, tabulations, statistical data and subject matter.
18. Records minutes, assigned, type and transcribe, and distribute.
19. Monitors department’s consumable supplies, reordering when necessary.
20. Assist with activities, events and meetings with student organizations and clubs.
21. Be responsible for recording and verification of student service/community hours.
22. Schedule events in the scheduling software.
23. Performs related duties as assigned.

Other Functions
Individuals in this job may be assigned one or more of the following tasks on a rotating or as needed basis.

1. Perform minor research or statistical work as assigned.
2. Be responsible for the confidentiality, safety, and security of departmental records and valuable documents.
3. Be responsible for the safety, repair, maintenance, and inventory of division’s equipment.
4. Assign duties to and maintain schedules of student staff.
5. Some overtime and weekends required.

Required Knowledge, Skills and Abilities
The individual in this job must possess these skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodations, using other combinations of skills and abilities.

1. Demonstrate clerical ability to perform under work-related pressure due to short deadlines, etc.
2. Extremely proficient in Microsoft Office suite
3. Excellent interpersonal and organizational skills with the ability to organize workflow and prioritize workload.
4. Excellent oral and written communication skills

Qualification Standards

1. Education: High School graduate, plus two (2) years post high school training in a business program (equivalent office experience may be suitable for education.)
2. Successful experience: At least three (3) years of office experience in a college/university setting or combination of experience and education in the area or office management.
3. Type at a rate of 45 net words per minute.
4. Other preferences: Bachelor’s Degree
5. General knowledge of budgeting principles.
6. Ability to work effectively and professionally with a diverse population of student, university faculty/administrators and community members.

Performance Standards & EEO Statement

The criteria of evaluation in this position includes, but are not limited to, the following:

1. Demonstrate knowledge of the DSU Fundamentals.
2. Interact with students, faculty, staff, administrators, and immediate supervisor.
3. Timeliness, quality, and completion of assignments according to established guidelines and procedures.
4. Effective procedures for the maintenance of an orderly processing of administrative functions within the office setting.
5. Punctuality and attendance.
6. Ability to take and follow through on directives.

EEO Statement

Delaware State University is an Equal Opportunity Employer. The University does not discriminate on the basis of gender, race, religion, age, national origin, color, marital status, sexual orientation, citizenship or disability, veteran or military status, gender identity or genetic information. Auxiliary aids and services are available upon request to individuals with disabilities. The University is committed to the policy of equal employment opportunity in recruitment, hiring, career advancement, and all other employment practices.

Equal opportunity employer/program” and “auxiliary aids and services are available upon request to individuals with disabilities”.

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