Seton Hall University - Secretary
Secretary
The role of the Secretary for the Department of Interprofessional Health Sciences and Health Administration is to support the Chair, Program Directors, full-time and adjunct faculty, and students to ensure the program's success. This is accomplished through essential secretarial activities for the department chair, program directors, and faculty to function, assisting current students with non-academic concerns, registration, and daily inquiries, and providing information and referring to program advisors for prospective students. A primary duty will also be the secretary’s role in representing the department as a contact point for SHU staff from both the South Orange and the IHS campus and requires strong interpersonal skills. This secretarial position involves providing support to an interprofessional department with complex processes and diverse faculty and students.
Duties and Responsibilities:
1. Department Secretary and university point of contact and communication for three distinct programs: PhD in Health Sciences, Master of Healthcare Administration (MHA) and Bachelor of Science in Interprofessional Health Sciences. Provides all essential support services and serves as the face of the department on the school, university and for prospective students. Assists Acting Chair and 3 Acting Program Directors with all needs. Maintains department calendar.
2. Faculty Support Services- Assists faculty with communication needs, onboarding new faculty, student arrangements, travel requests and payments, maintains student databases, sends student communications, preparation and administration of all adjunct contracts, semester scheduling, etc.
3. Student Support - responds to all student inquiries, provides pin numbers, assists with online students obtaining IDs, coordinates dissertation exams and student defenses, provides communication regarding admissions, registrations, continued enrollment, graduation information etc. Ensures all student handbooks are updated and distributed to students. Maintains all student files appropriate to degree requirements. Refers academic student concerns to appropriate faculty advisors.
4. Office Support - Handles all department purchases and maintains budgets and transactions and credit card updates, aligns and updates with all SHU support offices. Purchases office supplies and handles poster printing for students and faculty. Handles all day-to-day calls and operations. Ensures that all SHU policies are followed. Tracks and monitors all information related to faculty achievements, annual reports and documentation needed for any accreditation. May also be responsible for working with South Orange departments in coordinating Open Houses or other student events in addition to SHU-IHS campus liaison offices.
5. Special Events - Plans, executes, attends and follows up with all Dept extra activities including residencies, case study competitions, honor society events and special seminars or professional organizations activities sponsored by department on campus. Works with PR to disseminate all dept activities and other materials. Prepares and executes all internal and external contracts. Coordinates all events and activities related to accreditation site visits. Handles all coordination activities for accreditation site-visits.
Required Qualifications:
Essential use of all Microsoft skills, all SHU platforms and ability and capability to use all necessary office software. Comfortable with preparing all types of reports and completing necessary forms; capability of summarizing student, contractual and budget situations as well as developing reports based on diverse data. Includes skills in assessing interpersonal situations and selecting appropriate responses; essential skills with all Microsoft Office products as well as others supported by SHU; familiarity with academic institutions. Understanding of contract components and generation; secretarial duties including computer, xerox, etc; ability to adequately develop original communication at appropriate audience level and designed for diverse audiences; ability to effectively speak for a SHMS department that represents three major University programs not only internally, but externally as well; to serve as liaison to all other entities involved with the individual departments and to handle special events determined by each department.
Desired Qualifications:
3-5 years of relevant work experiences; Bachelor's degree
Salary Grade:
Staff Union (Local 153) - SU17.0
Exempt/Nonexempt:
Nonexempt
Physical Demands:
General Office Environment
Special Instructions to Applicants
Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action
Apply Directly at: https://apptrkr.com/3158435