Administrative Secretary-School of Engineering

General Description / Primary Purpose:

Under the supervision of School of Engineering and Budget Coordinator, the primary responsibility of the Administrative Secretary is to provide support to the Director, Budget Coordinator, faculty, and staff within the School of Engineering. This position operates under regular deadline pressure to meet operational and reporting requirements. During declared campus emergencies, this position may be required to fulfill specific job-related duties at a designated off-campus location or place of residence.

Job Function:

Clerical/Reception Duties:

• Responsible for maintaining the director's calendar, answering phone calls, and greeting/directing visitors.
• Manages incoming mail by receiving and distributing it appropriately, and directs student inquiries regarding program information, including phone inquiries, visitor requests, and mail requests.
• Types correspondence and supervises/executes photocopying assignments; organizes meetings and seminars; prepares agendas and minutes for staff and Engineering Advisory Board meetings.
• Maintains inventory and orders office supplies. Involves event planning, including room scheduling and catering arrangements.
• Oversees all administrative functions related to faculty searches, including data entry into Workday, placing advertisements, organizing search meetings, announcing meetings, recording and typing meeting minutes, and managing logistics associated with the interview process, as well as finalizing the search upon completion.
• Expected to have sufficient knowledge to respond to a diverse range of questions from students, faculty, and staff.

Fiscal Responsibilities:

• Handles spend authorization and travel expense reports for the director, faculty, students, and visitors.

Marginal Functions:

• Train and supervise student assistants in the office.
• Maintain an organized and professional front office.
• Execute errands on campus as needed.

Departmental Requirements:

• The individual in this role must demonstrate flexibility, as certain circumstances may necessitate early arrivals or late departures. Computer skills and ability to use Microsoft Office applications (Word, Excel, Access, Power Point, and Outlook).
• Good organizational skills and knowledge of customer service strategies. Ability to effectively manage multiple administrative tasks; to form new procedures, analyze problems and work independently.
• Ability to communicate effectively, both orally and in writing; must have high degree of professionalism; must have commitment to and understanding of confidentiality requirements; knowledge of office procedures and practices; ability to maintain effective communications with co-workers/general public; ability to accomplish data entry, sorting, filing; must have excellent organizational skills; must be able to learn, use, and assist others in using MyWings, Banner student side, Workday and other UNF computer systems; willingness to make use of UNF training classes pertinent to Administrative Secretary duties.

Supervision Exercised: None

Supervision Received:

• The incumbent develops procedures for performing a variety of duties within established guidelines; has considerable freedom while the work is in process and receives instructions on new assignments. Periodic instructions. Independent action required in most matters.

If you have questions concerning this position, please email Alethia Wilkerson at alethia.wilkerson@unf.edu or Nida Rogers at nida.rogers@unf.edu

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, gender identity/expression, sexual orientation, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.