Secretary V – 003346

Position Number: 003346

Minimum Qualifications

High school diploma or equivalent and four years of progressively responsible secretarial experience. An equivalent combination of education and experience may be considered.

Job Description Summary

The University of South Alabama’s Physics department is seeking to hire a Secretary V. Interested candidates should apply to be considered.

Essential Functions

• Serves as secretary for the chairperson and all faculty members of the department.
• Maintains daily reminder calendar for meetings, faculty deadlines, registration and orientation events.
• Maintains Physics Classroom Use calendar and audio visual room scheduling.
• Oversees MSPB 140, 240, 250, and 223 classroom conditions and equipment upkeep for cleaning.
• Prepares correspondence, course materials, reports, brochures, etc using Word, Excel, and PowerPoint.
• Maintains department files and databases.
• Takes minutes at meetings and prepares for final distribution.
• Answers and direct telephone calls.
• Maintains supervisor’s calendar.
• Greets and routes visitors.
• Open and distributes mail.
• Makes travel arrangements and processes travel reimbursement forms.
• Acts as MSPB Building Coordinator for basement and levels one and two.
• Acts as MSPB Safety Coordinator to include attending meeting and communicating safety updates.
• Advises students regarding enrollment policies and procedures.
• Works with registering physics students for the purpose of Hold Releases, Overrides and Lab Waiver qualification.
• Orders equipment and supplies for department, labs, research, grants and misc. accounts preparing requisitions, limited purchase orders and direct pay requests.
• Colloquium preparations to include preparing mail outs of invitations, reception planning for setup and take down.
• Event planning for annual recruiting efforts such as Tuesday Evening Physics and Teacher/Student Workshop including shopping for supplies, room scheduling, food service requisition and overseeing for the events.
• Assist multiple colleges and departments in registering their students in Physics courses and preparation of forms to review for compliance with A&S course modification requests.
• Utilizes Banner Finance, Scheduling and Student Records Systems to access departmental and student information.
• Supervises student assistants to include assigning duties and checking work.
• Complies with attendance, timekeeping and security policies and monitors same for clerical staff.
• Regular and prompt attendance.
• Ability to work schedule as defined and overtime as required.
• Related duties as required.

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