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Secretary 2

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Classification Details

Classification Information

Classification Title Secretary 2
Classification Code 45200
FLSA Non-Exempt

Position Details

Position Information

Position Title Secretary 2
Position Number 133470
Pay Grade 4
Department Curriculum and Instruction - 23050
Expectations for All Employees:

East Tennessee State University pursues its mission based upon core values. An employee’s job performance must support and exhibit the university’s core values: PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their full potential; RELATIONSHIPS are built on honesty, integrity and trust; DIVERSITY of people and thought is respected; EXCELLENCE is achieved through teamwork, leadership, creativity, and a strong work ethic; EFFICIENCY is achieved through wise use of human and financial resources; and COMMITMENT to intellectual achievement is embraced.

Job Summary

This individual will work under the general supervision of the department chair as the receptionist for the department. This person will coordinate the collection and submission of textbook orders, and student assessments of instruction. The individual will also be responsible for maintaining the departmental filing system for undergraduate student records, collecting the digital course syllabi and associated performance assessment data from faculty, and performing other duties as assigned. Finally, this individual will work closely with the departmental Executive Aide on projects including but not limited to the submission of payroll, maintenance of the departmental web page, and scheduling.

Knowledge, Skills and Abilities

The successful applicant will have substantial knowledge of office skills and procedures; experience in using current office programs (Microsoft programs preferred); the ability to communicate effectively; and to organize and prioritize multiple tasks. This person will exercise discretion in all dealings with students, faculty, staff, and other concerned individuals.

Required Qualifications

High School diploma or equivalent plus (2) years of clerical or secretarial experience; or an equivalent combination of education and experience.

Preferred Qualifications
Physical Demands
Supervision Given and Received
Version Date April 1992

Job Duties

These are the job duties required of the position.

Description of Job Duty

Type all correspondence and memoranda for the departmental chair, maintaining a file on these for the required seven years. Two of the departmental divisions, Science Education and Media Services, do nor have secretaries, so many clerical tasks are performed for them.

Watch Calendar of Deadlines, which lists due dates for semester and annual reports. Secure from appropriate faculty persons and division heads the required information, prepare (under the direction of the chair) these reports, and meet specific deadlines for forwarding them through administrative channels. Semester reports include schedule of classes; faculty teaching loads; textbook requests, replacements, and stoporders; faculty evaluation materials (SAI), and semester records of adjunct and full-time temporary faculty. Annual reports include: accomplishments, catalog revisions, (graduate and undergraduate), inventory records, president’s annual report, tenure and promotion applications, secretarial evaluations, graduate faculty dossiers, and other reports as needed.

Serve as receptionist for the departmental office, making appointments for the chair, scheduling the conference room, and answering the telephone. Calls are switched to the phone from the personal telephone for nine faculty members when they are not in their offices.

Type and maintain files of proposals for new programs, program adjustments, graduate programs scheduled for periodic review, self-study data and reports for accreditation. Type proposals for external funding; then, type correspondence, classroom materials, maintain budget, and type periodic reports for grant projects that are funded.

Type, duplicate, collate, staple, and deliver materials to sever regular and several adjunct faculty members; these include instructional materials, correspondence, FAP/FAR/FAE, writing for publication, grant proposals for external funding, and graduate faculty review.

Retain and keep up-to-date files on all undergraduate majors in elementary education and interdisciplinary studies in education (approximately 2.500). Process students’ evaluation forms for admission to all departmental graduate programs except reading. Admissions are ledgered by computer. Advisement sheets and course syllabi are prepared and kept up-to-date for all departmental programs (3 undergraduate, 6 graduate).

Prepare and maintain personnel files and time reports/records for regular, adjunct, and full-time temporary faculty, secretaries, grant personnel, and student workers, maintain files of prospective personnel in each of these categories.

Ledger by computer, and process requisitions and invoices for: all purchases of equipment, instructional materials, audiovisual equipment and supplies, and office supplies from University Bookstore and other vendors.

Ledger by computer, and process requests and claims, for all departmental personnel for institutional and professional travel on all departmental and grant accounts.

Supervise inventory for all departmental equipment, maintain records of change in location, replacement, loss, etc., and process requests for equipment repair, loss, theft, or transfer, as well as renewal of service contracts.

Interview and recommend for employment 20 departmental student workers (include divisions of reading, science education, student teaching, media services, and departmental office); coordinate annual evaluations; and reconcile with student worker budget.

Job Duty Type Essential
Description of Job Duty

Performs other related duties as assigned.

Job Duty Type Secondary