Position Overview & Job Duties:
Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.
This position is in the Speech-Language Pathology program which is an active academic and clinical program. This person may be tasked with managing travel arrangements and the program budget, as well as, clinic room scheduling, equipment check-out, bill generation and collection, creating and managing confidential student and clinic files, and assisting in graduate admissions and undergraduate permissions. The person will manage undergraduate and graduate enrollments.
- Answers and screens incoming telephone calls; directs calls to appropriate parties or department areas or takes messages.
- Greets and screens visitors in the reception area.
- Signs in and directs to proper individuals.
- Processes invoicing for clinic services and maintains billing records.
- Types correspondence such as letters, memorandums and reports for various departments, works from draft provided, and returns to originator.
- Coordinates duplication of various materials, including photocopies, transparencies and FAX materials for departmental and clinical operations.
- Orders and maintains office supplies for departmental and clinical operations.
- Collects, sorts and distributes departmental mail and publications.
- Processes departmental bulk mailing and special handling mail.
- Manages scheduling interviews for program admissions.
- Maintains various files and records for designated department personnel.
- Types tests and syllabus for five faculty members.
- Grades tests using Scantron machine.
- Assists the director and professional staff with preparation and arrangements for special events.
- Assists with monitoring the front desk.
- Attends departmental meetings to take notes.
- Performs other related duties as assigned.
Qualifications/Experience Required:
General education or vocational training and 6+ years’ relevant experience or equivalent combination of education and experience.
Qualifications/Experience Preferred:
Minimum one year experience in office management or secretarial work. Minimum 40 net w.p.m. keyboarding. Preferred experience working with confidential and/or medical documentation.
Knowledge/Skills/Abilities:
Knowledge of basic office procedures and practices. Must be computer literate in the use of word processing software preferably Microsoft Office products. Must have working knowledge and proficient experience with billing software such as Quickbooks. Excellent telephone etiquette, communication, organizational and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multi-task. Demonstrate a warm and caring professional service-oriented attitude. Ability to work well in hectic and stressful situations. The desired candidate will be self-motivated, detail oriented, and independent in completing tasks.
Physical Demands:
Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
