Job Details

Administrative Secretary

Alabama State University, College of Visual & Performing Arts, invites applications to fill the position of Administrative Secretary. The selected candidate will oversee the daily operations, ensuring efficiency, quality, and accountability in communications, the management of resources, and the meeting organizational goals by bridging strategy with execution.

Duties and Responsibilities:

• Compose letters and memorandums from general notes
• Prepare correspondences, memoranda, reports, and instruction sheets, forms, statistical data and other related material
• Proofread all typed material and documents to ensure accuracy
• Compile factual information from files, records, publications and other sources, and tabulates this information in accordance with standardized report form
• Manage a master events calendar for the Department of Music to include all ensemble performances, concerts, recitals, masterclasses, guest lectures, clinics, workshops, band shows, and performance tours
• Receive, open, sort and distribute mail, as directed
• Assist ensemble directors by answering the telephone, replying to email queries, placing calls, and making appointments and reservations
• Collaborate with the ASU Office of Student Affairs and the ASU Transportation Office on the submission of student travel and liability documentation
• Collaborate with the procurement office regarding requisitions and purchase orders
• Maintain accurate and current records of departmental purchases, equipment
• Enter travel authorizations and requisition requests into the online financial system, track the delivery of purchases and closing of purchase orders in conjunction with the purchasing office and accounts payable
• Collaborate with the Music Department's office and COVAP office for deposits and disbursements that utilize the ASU Foundation for departmental ensemble purchases
• Establish and maintain accurate and current files of letters, reports, records, and other documentary material, and ensure that information in these files is kept confidential
• Hire and supervise students assigned to the department
• Perform other duties as assigned

Minimum Qualifications:

An Associate degree in Office Administration or other appropriate field with one year of administrative or secretarial experience or a certificate in Secretarial Science with 2 years of administrative or secretarial experience required. A typing proficiency exam of 40 net words per minute is also required. Proficiency exams administered by ASU's College of Education and State Career Service Centers are accepted. You may contact the College of Education by calling 34229-4632 to schedule an appointment, or you may contact your local Career Service Center for an appointment.

EEOC STATEMENT:

It is the policy of Alabama State University to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.

SUPPLEMENTAL INFORMATION:

Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

Federal law requires identity and employment eligibility verification on Form I-9 within three (3) business days of employment.

All positions require the passing of a background check and some the passing of a drug screen.