General Summary
Employees in this position, performing the full range of secretarial duties, function as secretaries coordinating office activities for non-clerical supervisors. They participate in and supervise the performance of a variety of clerical tasks, perform secretarial tasks, and participate in management support activities through application of a body of knowledge related to instructions (procedures, practices, manuals or other specified instructions), guidelines (policies, rules, regulations or laws), and office equipment (computer, fax, copier).
Duties and Responsibilities
Examples performed by this position include:
- Serve as the public face of the Administration suite, notifying administrators of the arrival of their appointments or visitors, and providing directions to students/visitors that need assistance.
- Ensuring that all course syllabi for faculty are uploaded and maintained in Simple Syllabus.
- Send course master and syllabi copies to new faculty and, upon request, other constituents (i.e. other institutions, students, etc)
- Ensure that faculty courses and office hours are posted on their GOCC Google Calendars.
- Schedule department meetings twice a year, type and distribute the minutes.
- Assists faculty in preparing class materials as needed to deliver quality instruction.
- Prepare and honor the confidentiality of instructional materials including tests and exams. Does not grade papers and/or tests. Does not proctor quizzes, tests, or exams for instructors.
- Implement academic procedures for the end of semester student class evaluations.
- Type and distribute the agendas and minutes for the Academic Committees.
- Create and maintain faculty mailboxes each semester.
- Distribute faculty mail/messages daily and receive college deliveries for the Administration Suite (A-Wing).
- Order, secure and provide instructional and/or special supplies for all faculty.
- Maintain contact with the College Bookstore and multiple textbook publishers to facilitate textbook selection by Faculty and ensure textbook adoptions get in the system.
- Order desk copies, teachers’ manuals, and electronic books.
- Respond to students needing assistance contacting or communicating with faculty.
- Track faculty professional development, student learning outcome plans and data submission, Learning Management System (LMS) course publishing, committee participation, etc.
- Assist with (LMS) logistics. Send out correspondence to students and faculty as needed at the start of each semester.
- Assist with the process of creating and filling student internship opportunities.
- Assist with the coordination of class field trips including but not limited to organizing travel logistics, field trip forms, etc.
- Assist with the SPOL software and faculty credentialing processes.
- Assist with the Booking software for room reservations, run classroom utilization reports, and post class schedules each semester for each classroom.
- Maintain the copiers in the A and F-Wings. Order supplies and service as needed.
- Assist in monitoring the class cancellation line and notify students of cancellations.
- Utilize Watermark or Mobile Text Alerts to send campus announcements.
- Assist with the coordination of Student Awards Ceremony, Graduation, Ready Set Go, and other Academic Department Events as needed.
- Other duties within the scope of this position as assigned by their supervisor.
