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Faculty Secretary Allied Health-South (Re-posted)

Laredo College

Job Description

Duties and Responsibilities

Essential Duties and Responsibilities

The faculty secretary must be able to follow standard office procedures and be responsible for:  college work-study employees or clerks, performing all duties assigned by the faculty, Program Director, Dean, or Provost/Vice-President of Academic Affairs, caring and maintaining of office and instructional equipment, and maintaining accurate and complete records.


Characteristic Duties and Responsibilities

  1. Performs secretarial/receptionist duties such as typing, mailing, maintaining required records, answering the telephone and taking messages, scheduling appointments and greeting office visitors.
  2. Performs the associated duties of a cost center clerk, prepares and submits requisitions and keeps track of budget expenditures, and maintains supply inventory.
  3. Reviews, processes and ensures departmental forms such as Faculty Leave Reports, Travel Requests/Reports, Requisitions, and all other forms are accurate, complete and are accompanied with the appropriate required documentation.
  4. Maintains confidential files and records of students, faculty, and staff.
  5. Maintains an effective and efficient file management system for the department office.
  6. Maintains updated syllabi and ensures copies are ready for distribution before each semester begins.  Uploads updated syllabi with each individual instructor’s course calendar and other information on the College website by the end of seven days after the semester begins.
  7. Keeps accurate property inventory records for the department office, faculty offices, etc.
  8. Assists the Program Director in budget planning and preparation.
  9. Submits works orders for building and equipment maintenance.
  10. Works with Program Director to input catalog changes and submits to appropriate office for approval.
  11. Prepares department meeting minutes.
  12. Prepares, processes and checks for accuracy all Faculty Course Overloads and Adjunct Agreements.
  13. Assists in assigning and contacting Adjunct Faculty regarding class assignments.
  14. Assists the Program Director in scheduling substitutes for absent instructors.
  15. Distributes student evaluation results to faculty.
  16. Inputs and revises semester class schedule in the Banner system as requested by Program Director and approved by the Dean.
  17. Prepares class status change forms as needed.
  18. Assists Program Director in preparing curriculum revisions to be submitted to the Dean.
  19. Supervises work-study employees, including interviewing and hiring, formulates work schedules, assigns duties, verifies work hours, completes performance evaluations, provides training in office procedures, polices, and operation of office equipment.
  20. Performs other related duties assigned by the Program Director, Dean and Provost/Vice-President of Academic Affairs.

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