Psychology Department Administrative Secretary

Under general direction, the Administrative Secretary provides a full range of administrative and secretarial support functions in a professional office environment. This position requires minimal supervision and involves frequent interaction with students, employees, and external contacts. The role includes managing office operations, overseeing clerical tasks, coordinating departmental activities, supporting budget tracking, and assisting with event logistics and meeting preparation.

Duties and Responsibilities

·       Maintain regular office hours and serve as the first point of contact for visitors, callers, and general inquiries.

·       Screen telephone calls and emails, direct messages appropriately, schedule appointments, and respond to questions about department policies or procedures.

·       Assist with form processing, document preparation, appointment scheduling, and general department coordination.

·       Maintain and update the department calendar and coordinate scheduling of meetings and events.

·       Prepare meeting agendas, make arrangements for meetings or other engagements, and maintain accurate records such as meeting minutes.

·       Organize and maintain both digital and physical office files and records.

·       Monitor student workers in coordination with faculty supervisors.

·       Oversee general office equipment such as printers and copiers.

·       Provide administrative support such as recommending improved office procedures, coordinating internal and external communications, assisting with budget tracking, and supporting coordination with other departments or administrative offices.

·       Review incoming and outgoing correspondence and documents for accuracy, completeness, and relevance. Notify supervisor of important items or discrepancies.

·       Maintain up-to-date records, manuals, and budget-related documents, and ensure updates are communicated to the appropriate parties.

·       Collaborate with relevant personnel on financial and administrative processes. Work with timesheet and attendance tracking systems as assigned.

·       Maintain organized, current bulletin boards or displays as required by the office environment.

·       Complete additional duties as assigned.

Required Skills

Language Skills

·       Ability to read, analyze, and interpret general business materials, policies, and procedures.

·       Proficient in writing reports, business correspondence, and instructional materials.

·       Comfortable presenting information and responding to questions from supervisors, clients, and the public.

Mathematical Skills

·       Ability to perform basic mathematical calculations including percentages, proportions, and algebraic concepts.

Reasoning Ability

·       Capable of solving practical problems and interpreting a variety of instructions in verbal, written, or diagram formats.

·       Able to apply judgment in non-standardized or complex situations.

Computer Skills

·       Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required.

·       Familiarity with timekeeping or scheduling systems is a plus.

Supervisory Responsibilities

Supervises student or temporary office staff. May serve as backup timekeeping supervisor as needed.

Work Environment

The work environment is generally a standard office setting with moderate noise levels. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Demands

Must be able to sit and use a computer for extended periods. Occasionally required to stand, walk, stoop, kneel, or reach. May occasionally lift and/or move up to 25 pounds.

Additional Requirements

·       Strong initiative and the ability to identify and complete tasks independently.

·       High attention to detail and commitment to accuracy.

·       Ability to maintain strict confidentiality, especially concerning student or personnel records.

·       Professional demeanor and strong interpersonal skills.

Required Experience

Education and Experience

·       Bachelor’s degree from a four-year college or university strongly preferred.

·       One to two years of related administrative or secretarial experience preferred, or an equivalent combination of education and experience.

Hours and In-Person Expectations

·       This is a 50% position.

·       Regular office hours may be adjusted occasionally, typically at changes in the academic term.

·       Thursdays from 10:00am-12:30pm are in-office hours during academic terms.

·       At least three days per week must be in the office, and days not in the office should not be consecutive.

Hourly wage: $17.68 - $19.25 per hour