Secretary to the Director of First-Year Programs
The Secretary to the Director of First-Year Programs is responsible for assisting with the overall administration, project management, and daily operations of the Office of First-Year Programs. This is 12-month hourly position (40 hours per week).
The First-Year Programs Secretary should have experience in an administrative office, preferably in an academic setting. The secretary should be proficient with Microsoft Office applications, with knowledge of publication software and record/data systems being helpful.
A Bachelor’s degree is strongly preferred.
The specific job functions of this position may include, but are not limited to, the following:
- Assume a supportive leadership role in the university’s first-year experience, retention, and student success initiatives.
- Assist the director with communication and collaboration among various departments and external stakeholders. This includes answering inquiries by phone, mail, and email.
- Assist in providing support to at-risk students and continuing to expand the student success efforts of the office. This includes being a main point of contact for students seeking help from the Student Success Center.
- Assist in the planning and coordination of major office events, including the Gateway Retreat, New Student Orientation, Operation Christmas Child Packing Party, and the Rite of Passage Chapel. Includes collaborating with Physical Plant, Special Events, and Sodexo regarding major event needs, reservations, and catering.
- Responsible for administration of accounts, payments, and processing of invoices. Includes maintaining documentation of all expenses and assisting with budget preparations.
- Coordinate and supervise the office’s payroll and related documentation, including student workers, peer leaders, LEEU-101 instructors, & transfer student leaders.
- Assist with the continued development of the peer leader and transfer student leader programs, including hiring and training processes.
- Communicate with the LEEU-101 instructors and peer leaders as needed. Includes managing the disbursement of checks and collection of reports/receipts for all enrichment activities and the facilitation of course evaluations for all Gateway sections.
- Manage Gateway course information in online systems, classroom reservations, and instructor evaluations.
- Support the Phi Eta Sigma Honor Society with recruitment, collection of dues, induction ceremony, taxes, annual report, and organization management.
- Assist in updating and creating office publications, including resources for the Gateway program, the office website pages, and applicable sections of the university catalog.
- Organize students to serve as hospitality workers for graduation ceremonies.
- Monitor the effectiveness of office systems and procedures, making suggestions for improvement and innovation.
- Maintain organized paper/electronic filing systems and document storage.
- Oversee equipment maintenance, the monitoring and purchasing of departmental office supplies, and the office filing systems and storage areas.
- Carry out other reasonable duties and responsibilities requested by the Director of First-Year Programs.
- Ability to maintain a high level of organization and attention to detail
- Able to maintain a professional demeanor, a flexible approach, and a positive attitude
- Excellent verbal and written communication and effective relationships with co-workers
- Desire to continually improve office systems and services to students
- Ability to respond positively to feedback, guidance, and suggestions for improvement
- Demonstration of ethical, moral and professional behavior in the office environment
- Ability to problem-solve and accomplish complex tasks
- Computer literacy with thorough proficiency in Microsoft Word and Excel, with ability to learn other required programs such as Outlook and Datatel
- Ability to keep accurate records, prioritize responsibilities, meet deadlines, and ensure reliability and completeness of information
- Willingness to work outside normal business hours as the position demands
To apply, please submit cover letter, résumé, and at least three professional references in electronic format to Rochelle Mayberry, Director of First-Year Programs, at email@example.com. Materials may also be mailed to Lee University, First-Year Programs, PO Box 3450, Cleveland, TN 37320-3450. Review of applications will begin December 5, 2017, and will continue until the position is filled.