ACADEMIC SECRETARY III
JOB POSTING #906

Starting Salary: $14.74 (Minimum)
Closing Date: Until Filled

How to Apply

Provides a broad range of secretarial, clerical and minor administrative services for the School of Educational Studies (SES) Dean’s office and the Teacher Education program office. This is full-time position that supports two offices, with time split between both during the course of the workweek.

ESSENTIAL FUNCTIONS:

  1. Provide clerical support for academic programs, under the direction of the SES Dean, Teacher Education Director, and SES Administrative Director. May also include assistance with externally-funded grant projects.
  2. Provide primary or back-up receptionist support by answering telephones and receiving and screening visitors. Exercise judgment and discretion in scheduling appointments, responding to emails, and maintaining office and faculty calendars as needed.
  3. Respond independently to inquiries from faculty, staff, students, or other constituents, requiring knowledge of CGU, school, and program policies and procedures.
  4. Assist with regular program and University business processes. These may include, but are not limited to:
    • Scheduling and calendar management
    • Course maintenance, scheduling, and monitoring of classroom assignments
    • Preparation of faculty adjunct contracts
    • Assembly of course reading packets, materials for meetings/events, etc.
    • Compilation, dissemination, and archiving of documents and records for internal use or for external bodies
    • Procurement, ordering, and distribution of textbooks
    • Maintenance of learning management sites
  5. Provide ongoing assistance to core and adjunct faculty, Faculty Advisors, Master Teachers, Induction Service Providers, and others in support of teaching and research activities, as needed.
  6. Deliver outgoing mail to Mail Room; receive, sort, and distribute incoming mail, using judgment in routing material that requires the attention of a faculty member, the Teacher Education Director, or the SES Dean. May do postal and/or electronic mailing projects, as directed.
  7. Monitor inventories of office supplies and materials, ordering new supplies when needed. Exercise independent judgment when making purchasing decisions, with an eye toward cost-effectiveness.
  8. Assist with planning and coordination of meetings, conferences, and other events, as needed. This may include room setup, food preparation and clean-up, arranging participant travel, and preparing publicity materials, agendas, or other materials.
  9. Maintain confidentiality of departmental, faculty, and student files, as appropriate.
  10. Type, photocopy, and scan letters, memoranda, reports, and other materials, as requested.
  11. Distribute papers, quizzes and other classroom related material, as requested.
  12. Perform other duties and assist with special projects as assigned.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:
Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

  1. Strong computer skills, including proficiency with Microsoft Office, PDF creation, and electronic file management; ability to learn additional applications and/or enterprise systems, including PeopleSoft, Canvas, Workday, and possibly others.
  2. Excellent oral and written communication and interpersonal skills.
  3. Ability to work effectively with a diverse group of faculty, staff, and graduate students.
  4. Excellent organizational skills in a multi-task and fast-paced environment.
  5. Professional attitude, positive outlook, diplomacy, and discretion are required.
  6. Ability to work independently with minimal supervision and, simultaneously, to serve effectively as a member of a team.
  7. Commitment to the goals, vision, and values of CGU’s School of Educational Studies.

QUALIFICATIONS:
Graduation from high school plus one-year additional education and training, or any combination of education, training or experience that provides required knowledge, training, and ability. 3-4 years experience required in general office positions of increasing responsibilities, preferably in an academic institution. Word processing experience required. May include occasional evening and weekend hours, when needed. Must possess a valid California Driver’s License and meet CGU’s authorized driver’s requirements.