Job Summary/Basic Function: BRIEFDESCRIPTION: Performs advance secretarial and administrative support functions in a department or work unit. Incumbents in this position may be required to use and be familiar with specialized terms, practices or systems.
ESSENTIALFUNCTIONS: Note: This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Additionally, please be aware of the legend below when referring to the physical demands of each essential function. (S) Sedentary-Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time. (L) Light-Exerting up to 20 lbs. occasionally; 10 lbs. frequently; or negligible amounts constantly; OR requires walking or standing to a significant degree. (M) Medium-Exerting 20-50 lbs. occasionally; 10-25 lbs. frequently; or up to 10 lbs. constantly. (H) Heavy-Exerting 50-100 lbs. occasionally; 10-25 lbs. frequently; or up to 10-20 lbs. constantly. (V) Very Heavy-Exerting over 100 lbs. occasionally; 50-100 lbs. frequently; or up to 20-50 lbs. constantly.
Essential Functions: Provides complex administrative support to department or work unit. Interprets and explains policies and procedures and resolves problems or complaints as necessary. (1-Sedentary-30%)
Provides customer service by greeting and assisting customers; taking incoming calls and routing calls to the correct office or person; copying and distributing messages within the office; and answering questions from students, faculty, staff and the public. Develops and maintains a positive customer service orientation. (2-Sedentary 30%)
Maintains and reconciles budgets for department or unit. Monitors expenditures and performs simple analysis on accounts. Researches discrepancies and prepares special and recurring reports.
Creates and maintains records and filing systems for technical, financial and project files. Maintains department or unit filing systems by updating files with new information; retrieving information and files as requested; ensuring security of personnel files; ensuring confidentiality of information; following guidelines for the destruction and removal of files and confidential employee information; and tracking files and information as appropriate. (4-Sedentary-20%)
Plans and arranges conferences, meetings, and related accommodations. Type's letters, memos, registration forms, badges, etc for conferences and/or meetings. Compiles and disburses information for meetings. Performs related duties by serving as travel coordinator; arranging catering for special events. (4-Sedentary-20%)
Prepares monthly budget reports; preparing university documents; supervising student workers, to include hiring and training, assigning and overseeing daily duties and special projects, and handling discipline issues; maintaining inventory reports; and acting as a courier for transport of mail and supplies to/from on-campus centers, departments, and offices. May supervise, monitor, coordinate or provide training for staff.
Prepares paperwork related to specialized functions of the department or unit. Researches, summarizes and analyzes information. Calculates statistics and compiles data.
Minimum Qualifications: JOBREQUIREMENTS: (Description of Minimum Job Requirements)
Formal Education: Work requires knowledge of a specific vocational, administrative, or technical nature which may be obtained with a two year associates degree, diploma or equivalent from a college, technical, business, vocational, or correspondence school. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
Experience: Over three years up to and including five years of secretarial/clerical experience.
Supervision: Position typically includes work that requires the direction of occasional, non-regular employees, including student assistants, work study students, seasonal employees, interns, and part-time hourly employees.
Human Collaboration Skills: Work requires contacts with coworkers from other organizational units of the University, primarily non-department heads, and students, vendors, and the general public. Resourcefulness is required to reach or adjust working agreements within departmental procedures and operating needs. Tact and judgment are requirements in obtaining or giving information of a confidential nature.
Freedom to Act: Receives Direction: This job title normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. The assignment is usually reviewed upon completion.
Technical Skills: Skilled: This job title requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.
Fiscal Responsibility: Maintains and reconciles budgets for department or unit. Monitors expenditures and performs simple analysis on accounts. Researches discrepancies and prepares special and recurring reports.
Reading: Intermediate Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
Math: Intermediate Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
Writing: Intermediate Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
Security Sensitive Statement: This position is security-sensitive and thereby subject to the provisions of the Texas Education Code 51.215, which authorizes the employer to obtain criminal history record information.
Salary: Varies by Department
Posting Date: 05/02/2019
Open Until Filled: Yes
Special Instructions: This position will be used to provide secretarial/clerical support to any department on campus on a temporary, as needed basis. Benefits will not be offered for this position.
Lamar University is an affirmative action/equal opportunity employer. It is the policy of Lamar University not to discriminate on the basis of non-relevant criteria including, but not limited to race, color, religion, sex, sexual orientation, gender identity and expression, national origin, age, disability, or veteran status in its educational programs, activities, admissions or employment practices.
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Home to more than 14,000 students, Lamar University is one of the fastest growing universities in Texas and is a member of The Texas State University System. LU offers more than 100 programs of study leading to bachelor’s, master’s and doctoral degrees. The 270-acre campus in Beaumont is about 90 miles east of Houston and about 25 miles west of Louisiana