The Departmental Secretary in the Department of LANLT is an 11-month position and is responsible for assisting the department chair and faculty with daily departmental operations.  The Departmental Secretary will have full knowledge of and abide by the terms detailed in this job description and all written or verbal policies, procedures and instructions established by administration in the Lee University Administrative & Staff Handbook.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Act as receptionist for the department chair and department
• Maintain a departmental central filing system
• Assist department chair in preparing semester class schedules
•  Compile information for faculty workload profiles and reports
• Supervise and train student worker(s)
• Manage department budgets, vouchers, transfers and purchase order
• Purchase and stock faculty office supplies
• Report maintenance and custodial needs for the department
• Faculty Overload payroll, part-time faculty payroll, student employee time review and approval
• Maintain information in full-time, adjunct and part-time faculty files
• Prepare part-time faculty contracts, full-time summer contracts
• Prepare third-year review, retention, and promotion packets
• Maintain electronic department master syllabi
• Schedule and administer faculty student course evaluations
• Coordinate department events, travel and meetings
• Review and edit department information in the university catalog
• Assist department chair with annual budget proposal
• Assist Director of Center for English Language & Literacy (CELL) with processing vouchers, purchase card transaction approvals, budget revisions, journal entries, donation deposits, student worker payroll

QUALIFICATONS

The Departmental Secretary reports to the Chair of the department and provides service to faculty and students of the Lee University community with the following performance expectations:

• Demonstration of ethical, moral and professional behavior in the office environment
• A positive and flexible attitude
• Effective communication and appropriate relationships with co-workers
• Prompt management of tasks given by department chair
• Maintaining confidentiality with faculty and student records
• Willingness to respond to faculty needs in a timely and professional manner
• Computer literacy with thorough knowledge of Microsoft Office applications and related office software, including email.
• Ability to handle interruptions calmly and professionally.
• Ability to input and keep accurate records, compose timely reports and ensure reliability and completeness of information.
• Ability to accomplish complex tasks, prioritize responsibilities and meet deadlines
• Ability to respond positively to constructive criticism, guidance and suggestions for improvement regarding performance

EDUCATION and/or EXPERIENCE

The Departmental Secretary should have experience in an administrative office, preferably in an academic setting. This would include customer service experience. The Departmental Secretary should be proficient with Microsoft Office applications. 

PHYSICAL REQUIREMENTS

While performing the duties of this job, the secretary is occasionally required to stand, walk, sit, use hand tools and/or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, and crouch.  The secretary must occasionally lift and/or move up to 25 lbs.

Physical preparations for events are part of the position requirements. Event set up, tear down, clean-up, and storage of items are required for events hosted by the college.

WORK ENVIRONMENT

This position is a full-time, non-remote position working in an office environment with a low to moderate noise level.

Interested candidates, please submit an electronic copy of the following: 1) a letter of interest, 2) resume, 3) employment applications and 4) contact information for three professional references to Donna Summerlin at [email protected]. The application deadline is April 14, 2025.