The Secretary for the School of Education provides administrative, clerical, and operational support to ensure efficient application of departmental policies and procedures. The role requires a proactive approach to problem-solving, an aptitude for multitasking, and a commitment to supporting the University's mission and values.
ESSENTIAL FUNCTIONS:
Prepares and edits letters, reports, and official documents using various Microsoft Office 365 tools (Word, Excel, PowerPoint); accurately transcribes, proofreads, and formats content for clarity, grammar, and professionalism.
Drafts routine correspondence, modifies form letters, and composes original emails for diverse situations and stakeholders.
Manages incoming and outgoing communications, including electronic and physical correspondence; prioritizes, screens, and distributes to appropriate personnel; fulfills material requests and organizes bulk mailings as needed.
Collects and analyzes data to prepare statistical, business, and research reports; compiles, proofreads, and finalizes reports for supervisor's review and submission.
Maintains digital and physical departmental, personnel, and student records; organizes and tracks financial transactions, expense reports, and office supply inventories.
Schedules and manages appointments, departmental meetings, and conference calls; coordinates travel arrangements and logistics for department personnel as necessary.
Assists in planning and executing departmental events, including coordinating registrations, securing venues, and arranging on-campus and community accommodations and catering.
Welcomes visitors and provides information or guidance on common inquiries; handles telephone and email inquiries, redirecting as needed; serves as the first point of contact for the School of Education.
Utilizes office technologies, including Microsoft Office 365, Teams, ACCESS, and other digital platforms for communication, organization, and task management.
Stays updated on Pennsylvania Department of Education (PDE) requirements and supports program review processes, managing and coordinating submissions and document tracking for accreditation.
Performs additional duties within the scope of the position, as required by the supervisor or departmental needs.
Required Qualifications:
Education: High school diploma or GED, with coursework in office management, word processing, and administrative practices. Associate degree or relevant certification in office administration preferred. Experience: Minimum of 2 years of administrative or secretarial experience, with 5 years in higher education preferred. Familiarity with Pennsylvania Department of Education standards, particularly major program review processes, is essential. Proficiency in Microsoft Office 365, Teams, and related office technology is required. Skills:
Strong verbal, written, and interpersonal communication skills.
Advanced proofreading, editing, and document formatting abilities.
Skilled in managing complex scheduling and organizational tasks with attention to detail and accuracy.
Ability to multitask and adapt to shifting priorities while following through on tasks independently.
Proficient in data entry and able to perform basic mathematical calculations.
Research and data compilation abilities to support departmental functions and decision-making.
University Mission: Committed to upholding and promoting the values and mission of the University in all interactions and duties.