Administrative Secretary I-Library and Academic Support Services - Quinsigamond Community College
Quinsigamond Community College
Location: Worcester, Massachusetts
Internal Number: 141143
Location: Worcester, MA Category: Classified Posted On: Sun Jan 9 2022 Job Description:
Performs and/or coordinates secretarial and clerical activities for Library and Academic Support Services.
Reports to Dean of Library and Academic Support Services
Supervises 03 employees, temporary employees and/or work study, students as assigned.
Duties and Responsibilities
1.Performs and/or coordinates a wide range of secretarial and clerical activities for Dean such as document production, information distribution, maintaining budget records, scheduling and planning meetings, conducting research for reports and proposals, ordering inventory/supplies.
2.Exercises judgment in a multi-tasking environment adjusting priorities as required.
3.Handles independent projects in support of the Dean's work such as proofreading documents.
4.Acts as liaison to facilities department, making and following up on requests for repairs and other maintenance issues.
5.Reviews and routes daily correspondence appropriately and schedules and/or apprises the Dean of appointments.
6.Provides high-quality customer service; serves as the first point of contact for the office; receives and appropriately screens visitors and telephone calls; appropriately and accurately assists department staff and visitors.
7.Performs duties requiring confidentiality and appropriate handling of personal identifiable information; receives, composes and prepares confidential communications such as letters of appointment; performs administrative duties related to personnel actions.
8.Reviews and approves timesheets for Library and Academic Support Services employees, per Dean's direction.
9.Composes and/or prepares correspondence, reports and/or memoranda for signature of executive according to standard procedure; compose meeting notes.
10.Maintains files and records such as correspondence files, tickler files, confidential records, telephone call logs, etc.
11.Performs related duties such as scheduling meetings, placing telephone calls and making travel arrangements for the Dean.
12.Implements digital literacy skills utilizing modern technology, such as telephone systems and computer systems, to enhance efficiency in daily tasks.
13.Utilizes modern software, such as basic office automation suites, time and attendance systems, student information systems, remote communication systems, learning management systems, and scheduling systems.
14.Maintains databases and files using various computer programs including but not limited to Microsoft Word, Excel, Access, Power Point and Outlook
15.Utilizes Microsoft Access and other database programs as appropriate, including creating and modifying queries.
16.Trains and supports Library and Academic Support Services staff with regard to business office procedures, payroll reporting procedures, and other relevant administrative procedures.
17.Actively supports the teaching and learning process; practices honesty and integrity in and out of the classroom; strives to create and support a student-centered environment while fostering academic innovation and excellence.
18.Works actively with other areas of the college to ensure a spirit of college wide collaboration, collegiality, civility, and teamwork. Respects the function of dissent in an academic institution while advancing a collegial atmosphere of campus collaboration.
19.Embraces the ideals of diversity and inclusiveness and supports the equal rights of all people by advancing the understanding and appreciation of differences including age, race, gender, ability, religious convictions, socio-economic status, ethnic heritage, or sexual orientation.
20.Provides flexible, responsive and high-quality service to all, be they students, community, or staff, and continuously assesses processes and procedures and revises accordingly.
21.Performs other duties as assigned.
Applicants must have a least (A) four years of full-time, or equivalent part-time experience in office work, or (B) any equivalent combination of the required experience and the substitutions below:
1.A diploma as evidence of graduation from the business or commercial course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*
2.A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.
3.A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.*
4.An Associate's or higher degree may be substituted for a maximum of two years of the required experience.
*Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.
Note: Educational substitutions will only be permitted for a maximum of two years of the required experience.
1.Demonstrated customer service and public relations skills in a variety of organizations. 2.Demonstrated digital and technology literacy skills. 3.Demonstrated attention to detail in all aspects of work. 4.Knowledge of and experience with Microsoft Word, Excel, Powerpoint and Access. 5.Demonstrated experience in making independent judgments in support of the Dean's work. 6.Proven experience in managing confidential information appropriately. 7.Demonstrated skill in multi-tasking independent projects such as databases on budgets and timelines. 8.Demonstrated ability to remain calm and composed in high stress environment. 9.Strong interpersonal skills, excellent oral and written communication skills. 10.An Associate degree or higher with 5+ years of progressive experience in similar role.
Diversity, inclusion, and equity are core values at Quinsigamond Community College. We are passionate about building and sustaining an inclusive, respectful, and equitable environment for all students, staff, and faculty. Every member on our college campus enriches our diversity. We support inclusion and are dedicated to ensuring equity in access to opportunities.
Quinsigamond Community College is an equal opportunity/affirmative action employer.
COVID Vaccination Requirement:
All Quinsigamond Community College students, faculty and staff are required to be fully vaccinated. Accordingly, initial employment is dependent upon receipt and verification of full vaccination status records; details of how to fulfill vaccine record verification requirements will be provided during the hire and onboarding process.
QCC was established in 1963 to provide access to higher education to residents of Central Massachusetts. Since the early 60s, enrollment has grown from 300 to over 13,000 full and part-time day and evening students served. Over 120 associate degree and certificate career options in Business, Healthcare, Technology, Liberal Arts, and Human Services. The College also offers a wide variety of non-credit courses, workshops, and seminars through its Center for Workforce Development and Continuing Education. In addition, over 300 noncredit and nearly 35 credit courses are offered online.In addition to its main campus on West Boylston Street in Worcester, the College has program locations in downtown Worcester at its Healthcare and Workforce Development Center, at the Senior Center in Worcester (Hospitality & Recreation Management), Burncoat High School in Worcester (Automotive Technology), and in Marlborough at Assabet Valley, and Southbridge.QCC is especially interested in candidates who, through their research, teaching, and/or services, will contribute to the diversity and excellence of the college academic community.