Secretary/Registrar
Reports to: Management Designee in Assigned Dept Classification: Classified, II
Organizational Unit: Learning Development/Support Date: 02/01

Job Summary
Provides secretarial, organizational and communications support to the Professional Development Program.  Entails much daily communication with instructors/presenters and internal and external clients.  Maintains confidential computerized records which demand the highest degree of accuracy. Collaborates with the Business Office on a daily basis for contractual and fee transactions. Performs general office functions to ensure the efficient operation of the program

Qualifications

  1. Two years of post high school training in administrative support or related field, or equivalent combination of education and experience.
  2. Two years of secretarial experience.
  3. Working knowledge of Windows or Macintosh operating system, as applicable.

Essential Functions

  1. Assists with organization, planning and implementation of course/workshop scheduling and advertising for new terms.
  2. Arranges logistical items for courses/workshops, including marketing support, instructor or presenter contracts, printed materials, and room scheduling.
  3. Maintains registration database and associated files.
  4. Serves as a resource for educator/practitioner relicensure requirements and credits.
  5. Processes credit units, maintains historical transcript file and generates transcripts.
  6. Prepares and maintains business records, including billing, tuition reimbursements, and expense/revenue reports, as applicable.
  7. Initiates, maintains and responds to communications with internal and external clients, including designated contacts at credit-granting institutions, licensing boards, or Department of Education.
  8. Handles information in a confidential manner.

Additional Responsibilities

  1. Develops and maintains proper and adequate records and documentation in accordance with Agency policies and procedures.
  2. Participates in projects, committees or actvities to support the mission of the department, unit and Agency.
  3. Participates in staff development and professional growth activities.
  4. Supports the Program Advisory Committee.
  5. Receives electronic registrations and assists in maintaining and/or updating the program web site.
  6. Processes mailings to instructors, presenters and participants.
  7. Schedules and oversees the work of temporary help during peak course session(s).
  8. Backs up and purges data files as appropriate.
  9. Orders and maintains materials and supplies.
  10. Performs such other duties as may be assigned.

Knowledge, Skills and Abilities

  1. Ability to communicate effectively and maintain effective working relationships.
  2. Ability to function effectively as a team member.
  3. Ability to work independently and organize work flows.
  4. Knowledge of general office practices and business English.
  5. Ability to type at a rate of 50 wpm.
  6. Ability to convey a positive and professional image to staff and the public.
  7. Ability to maintain data bases of mailing lists and create mail-merged documents.
  8. Ability to use the program’s Internet site to support the program and to know basic web page development skills so as to make minor changes to text and tables.
  9. Ability to process, categorize and file information and forms in accordance with Agency procedures.
  10. Ability to read and interpret documents, write reports and correspondence, and apply appropriate mathematical concepts.

Physical Requirements

  1. Normal, routine levels of bending, carrying, lifting, climbing, reaching, sitting, standing, and walking.

  2.  Sufficient manual dexterity to be able to operate office equipment including, but not limited to, computers, fax machines, copy machines, typewriters, telephones.

 

EOE/M-F-H-V