Departmental Secretary II, Comparative American Studies, Classics and Philosophy-Oberlin College & Conservatory

Job Description

Job Title: Departmental Secretary II, Comparative American Studies, Classics and Philosophy

Company: Oberlin College & Conservatory

Location: Oberlin, OH

Pay: $24.43 per hour

AI Pay Analysis: The hourly rate of $24.43 for the role of “Departmental Secretary II, Comparative American Studies, Classics and Philosophy” in Oberlin, OH is relatively modest when compared to industry standards for administrative positions in higher education. According to various salary data sources, such as the Bureau of Labor Statistics and local job postings, administrative roles in academia can range from $30 to $45 per hour, depending on experience and specific duties. In the context of Oberlin, which is a college town with a cost of living that reflects its educational environment, the rate may be less competitive, especially considering that many institutions offer more attractive compensation packages, including benefits. Therefore, while $24.43 might be acceptable for entry-level positions, it may not effectively attract or retain talent for a role that often requires a degree of specialized knowledge and skills.

Job description:
The Dean of the College of Arts and Sciences at Oberlin College is seeking applications for the role of Departmental Secretary. This is a full-time position, comprising 37.5 hours per week over a 10-month period, and will primarily support the Comparative American Studies, Classics, and Philosophy departments. This role will report to the Chief Business Officer while working closely with department chairs.

The incumbent will be responsible for managing all administrative support functions for the specified departments, ensuring continuity of policies and practices, and providing administrative assistance to faculty and students. Occasionally, this position may extend support to other departments within the King building.

Key responsibilities include, but are not limited to:

– Acting as a primary resource for individuals contacting the departments, serving as receptionist, and handling inquiries from students, department majors, faculty, and other visitors.
– Overseeing the maintenance of office work areas, equipment, and supplies in collaboration with the department chair, including the kitchenette, office environment, copier, printer, resource library, and office supply inventory.
– Creating, organizing, and maintaining both conventional and digital departmental files and records, including sensitive information pertaining to personnel searches, program reviews, enrollment data, and mailing lists.
– Ensuring consistent application of departmental policies, procedures, and practices for students, faculty, and changing department chairs.
– Assisting faculty with the preparation of course materials, photocopying needs, and document production.
– Coordinating departmental functions, including visits from guest speakers and reviewers, as well as events such as open houses; this includes organizing accommodations, room arrangements, audio-visual aids, publicity, payment processing, and meal logistics.
– Participating in the preparation and editing of catalog content and departmental schedules.
– Supporting faculty in the recruitment and hiring processes of academic and administrative staff.
– Helping organize campus visits and interviews for prospective faculty.
– Aiding in the development and dissemination of departmental materials, including posters, brochures, bulletin board updates, and online content.
– Regularly updating the department’s websites.
– Managing building access for faculty and students, ensuring that the facility is clean and prepared for classes and events, and submitting work orders as needed.
– Establishing and nurturing a service-oriented relationship with various campus departments and offices.
– Overseeing office and departmental budgets, including invoice payments, reimbursements, supply purchases, and budget development; monitoring expenditures related to endowed gift funds.
– Assisting in program development and curriculum planning initiatives.
– Managing the departments’ Qualtrics account for student and faculty research surveys.
– Supporting the planning, publicity, and execution of the Martin Lectures, an annual week-long event in Classics, which necessitates heightened administrative support.

Additional responsibilities include:

– Performing related secretarial and administrative duties as needed by faculty in the building.
– Staying updated on new technologies and software systems.

Required qualifications for this role include a high school diploma, 3-5 years of recent office experience (preferably in an academic setting), a minimum keyboarding speed of 50 words per minute (to be tested during the application process), strong interpersonal skills, excellent verbal and written communication abilities, a thorough understanding of grammar, spelling, punctuation, office procedures, and a meticulous attention to detail. The ideal candidate will demonstrate the ability to organize work effectively while fostering a positive and collaborative work environment, maintain confidentiality, adapt to evolving procedures, and clearly communicate changes to others. Favorable references are also required.

Desired qualifications include a college degree and experience with academic administrative software systems (such as Blackboard, Banner, Obiebuy, ChromeRiver, and PeopleAdmin), as well as an understanding of Oberlin College and sensitivity in interactions with students, faculty, and other stakeholders.

This position falls under Pay Group 5 for Administrative Assistants, offering an hourly rate of $24.43, or a comparable transfer rate for internal candidates, along with a comprehensive benefits package.

To apply, candidates must submit a completed application including a cover letter, resume, and a list of three professional references. Applicants selected for interviews will be required to complete assessments in Keyboarding, Basic Word, Basic Excel, and Proofreading at the Human Resources Office; candidates must pass all tests to proceed.

This posting is open to both internal and external candidates, though priority will be given to internal Ocope membership applicants during the first 10 working days, ending on January 8, 2025.

Job Posting Date: Thu, 19 Dec 2024 04:19:02 GMT

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