Ottawa University


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OTTAWA UNIVERSITY

STAFF POSITION DESCRIPTION

Position title: Secretary (part-time--15 hours/week)
Unit and location: Human Resources; Ottawa, KS
Reports to: Director of Human Resources

Job Summary

Responsible for part-time administrative support for the University Human Resources Department. Support includes: answering department phones, scheduling appointments and meetings, routine office procedures, and routine computer data entry. Understands and exercises strict confidentiality with all University personnel information. Position requires five days, 3 hours a day, with coverage through the lunch hour.

Essential Duties and Responsibilities

  • Support the department's operations including answering the telephone, forwarding calls as applicable, taking messages, working with the voice mail and electronic mail systems, delivering facsimiles, preparation of correspondence and materials for meetings, and other activities as assigned.

  • Greet university employees, students, and members of the community, whether in person or via telephone, in a professional manner and refer them to the person or office able to handle each request.

  • Manage scheduling of conference rooms and/or classrooms and monitor their condition to assure that requested supplies and/or equipment are provided.

  • Maintain all employee personnel files in a timely and accurate manner.

  • Perform other duties as assigned such as paperwork review and processing, placing key and nametag requests, ordering/maintaining office supplies, and computer data entry.

  • Work with others within the department in order to understand their responsibilities and to assist them as requested.

  • Provide an effective and responsible contact for persons external to the University who are seeking information and assistance. Represent the University in a positive and responsive manner.

  • Provide leadership to those with whom you work through conduct, attitude, and professionalism. Understand the University's policies and procedures as they apply to your unit.

  • Assure that all University information is handled in a confidential and ethical manner.

Qualifications

Education: HS Diploma or equivalent required; certificate and/or coursework with an administrative support focus.
Work Experience: Minimum 2 years of general administrative office experience.
Required skills and abilities:

  • Above average knowledge of general office operations.

  • Strong verbal and written communications skills.

  • Strong knowledge of telephone and voice mail systems.

  • Above average knowledge of computers and the ability to learn computer routines.

  • Accuracy, organization and attention to detail.

Interested individuals please send a cover letter, resume, and the names and contact information for three professional references to: Ottawa University, 1001 S. Cedar #155, Ottawa, KS 66067; Attention: HR Secretary or e-mail ouhr@ottawa.edu

Ottawa University is committed to equal employment opportunity and does not unlawfully discriminate in the recruitment of applicants, employment opportunities, or general employment practices on the basis of race, age, sex, color, religion, disability, national origin, sexual orientation, or any other characteristic protected by law.