Senior secretary - Sports Management

General Description of the Position

Under supervision of the Chair of the Department of Sport Management, the senior secretary is responsible for secretarial functions focusing on administrative record keeping in connection with the operation of the Department, exercising judgment, and the supervision of clerical staff of lower rank.

Essential Functions & Required Knowledge, Skills and Abilities

The following are the functions essential to performing this job:

1. Be responsible for the operation of an office and supervision of clerical staff of lower rank in office.
   
2. Develop and initiate office forms and procedures.
   
3. Assist in budget preparation and review.
   
4. Arrange travel (airlines, hotels, and meals – requisitions, etc.) – schedule appointments, conferences, and workshops.
   
5. Answer telephone and give information to callers or route calls to appropriate University officials, and place outgoing calls. Give out information as directed.
   
6. Composes and types routine correspondence. Collect data and prepare rough drafts of reports.
   
7. Greet visitors, ascertain the nature of business and conducts them to the appropriate person.
   
8. Operates office equipment and/or duplicating machines, facsimile machine, ten-digit calculator, computer, multi-line telephone, as required.
   
9. Reads and routes incoming mail and prepare materials for mailing.
   

General Description of the Position

Under supervision of the Chair of the Department of Sport Management, the senior secretary is responsible for secretarial functions focusing on administrative record keeping in connection with the operation of the Department, exercising judgment, and the supervision of clerical staff of lower rank.

Essential Functions & Required Knowledge, Skills and Abilities

The following are the functions essential to performing this job:

1. Be responsible for the operation of an office and supervision of clerical staff of lower rank in office.
   
2. Develop and initiate office forms and procedures.
   
3. Assist in budget preparation and review.
   
4. Arrange travel (airlines, hotels, and meals – requisitions, etc.) – schedule appointments, conferences, and workshops.
   
5. Answer telephone and give information to callers or route calls to appropriate University officials, and place outgoing calls. Give out information as directed.
   
6. Composes and types routine correspondence. Collect data and prepare rough drafts of reports.
   
7. Greet visitors, ascertain the nature of business and conducts them to the appropriate person.
   
8. Operates office equipment and/or duplicating machines, facsimile machine, ten-digit calculator, computer, multi-line telephone, as required.
   
9. Reads and routes incoming mail and prepare materials for mailing.
   
10. Keep expenditure and income accounts (several budget lines). Handle cash and other valuables as assigned.
    
11. Retrieve student data for report generation.
    
12. May take and transcribe difficult dictation, including technical manuscripts, tabulations, statistical data and subject matter.
    
13. May record minutes, as assigned, type and transcribe, and distribute.
    
14. Monitor Department’s consumable supplies, reordering when necessary.
    
15. Be responsible for the safety and security of Departmental records and valuable documents.
    
16. Be responsible for the safety, repair, maintenance, and inventory of the Department’s equipment.
    
17. Perform related duties as assigned.

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 accommodation using some other combination of skills and abilities:
1. Demonstrate clerical ability to perform under work-related pressure due to short deadlines, etc.
2. Demonstrate experience in the use of word processors/computers, spreadsheets and computer applications (Word, Excel, and PowerPoint).
3. Demonstrate the ability to communicate effectively with diverse groups of people, using oral and written communications.

Qualification Standards

1. Education: High school graduate, plus two (2) years post high school training in a business program (equivalent office experience may be substituted for education).
   
2. Successful experience: At least three 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 in Business or English

Performance Standards & EEO Statement

The criteria for evaluation in this position include, but are not limited to, the following:
1. Demonstrate knowledge of the DSU Fundamentals.
2. Interaction with students, faculty, staff, administrators and immediate supervisor.
3. Completion and quality of work according to established guidelines and procedures.
4. Effective procedures for the maintenance of an orderly processing of administration functions within the office setting.

EEO Statement

Delaware State University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information, or any other characteristic protected by state or federal law. The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply.

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