Job Description:
Monroe Community College Location: Rochester, NY
Category: Support Staff/Civil Service
Posted On: Wed Oct 9 2024
Job Description: Job Function:
This position is the lead secretary for the Mathematics Department at Monroe Community College, a complex academic department that includes 25 full-time faculty members, and 40 actively working adjuncts. The Department has certificate and degree programs including an online degree program, and supports over 80 different academic and career programs at the College, each of which has a mathematics requirement. This position works under the general supervision of the Mathematics Department Chairperson and has considerable independence in referring or responding to inquiries.
Primary Functions:
- Serves as the primary point of contact for the department, handling inquiries from students, faculty, other departments, parents, businesses, and the general public, providing effective customer service to all involved.
- Interfaces with students regarding advisement, registration, faculty complaints, and referrals from various college offices; processes course registrations, prerequisite overrides, and academic overloads.
- Provides secretarial support to over 75 faculty members and assists with HR-related matters for new full-time and adjunct faculty, including access to handbooks, course materials, and office setup.
- Coordinates textbook orders and is responsible for creating and maintaining a filing system for records retention of final exams, grades, and attendance for sections taught by adjuncts.
- Maintains and updates department bulletin boards and assists with job postings, interview scheduling, and adjunct hiring procedures.
- Supports course coordinators with room scheduling and document preparation, and manages departmental meeting logistics, including agendas and materials.
- Provides comprehensive secretarial support for the Department Chair, including managing the Chair's calendar, handling confidential matters, and routing phone/mail inquiries.
- Acts as a guide to the Chair on College procedures, and interfaces with the Dean's Administrative Assistant to ensure proper processes.
- Serves as a department resource for College and Department policies, offering accurate information to faculty, staff, and other interested parties.
- Manages departmental meeting and event logistics, including scheduling, materials, refreshments, and coordination for annual meetings, professional workshops, and recognition ceremonies.
- Establishes and maintains office records for course substitutions, grade changes, and job searches using Hirezon.
- Assists in developing, monitoring, and providing justification for the department budget, requisitions, and purchase orders, and follows up on inventory, deliveries, maintenance, and warranties.
- Supervises and mentors any part-time student aides, monitors workload, assigns projects, and implements procedural changes.
- Monitors and facilitates time reporting for 25 full-time employees and 40 adjuncts, and identifies/solves workload distribution issues and contractual limitations.
- Responsible for inputting workload data in BANNER and in generating reports as needed by the Chair, adjunct coordinator, and various committees within the Department.
- Inputs workload data in BANNER, generates reports, and makes recommendations for policy improvements related to department operations.
- Monitors the Mathematics department Inbox and assists the Prerequisite Committee with its duties associated with prerequisites and placement.
Job Requirements:Required Qualifications:
- Must currently hold the civil service title of Secretary II or be on the current eligible list for this title OR meet the following minimum qualifications to be eligible for a provisional appointment, if offered:
- MINIMUM QUALIFICATIONS: Graduation from high school or possession of an equivalency diploma, plus EITHER:
- (A) Three (3) years paid full time or its part time equivalent office secretarial experience; OR,
- (B) Graduation with a diploma or certificate from a school of business or business institute with a major in Secretarial Science, Word Processing, or a related area, plus two (2) years of experience as defined in (A) above; OR,
- (C) Graduation from a regionally accredited or New York State registered college or university with an Associate's degree in Secretarial Science or related area plus one (1) year of experience as defined in (A) above; OR,
- (D) Graduation from a school of business or business institute with an Associate's degree in Secretarial Science, plus one (1) year of experience as defined in (A) above; OR,
- (E) Any equivalent combination of education and experience as defined by the limits of (A), (B), (C) and (D) above.
- Must be a Monroe County resident
Preferred Qualifications:
- Bilingual and able to read, write, and speak Spanish, or other languages, proficiently
Additional Information:Job Type: Full-time
Hours: Monday - Friday, 8:45a to 4:45p
Salary: $38,638.57 per year. Eligible for increment increase after 6 months of service.
MCC offers a Flexible Work Policy for benefit eligible employees. Types of flexible work arrangements include flextime/staggered shifts, remote work/telecommuting and compressed work schedule. The availability of flexible work arrangements varies by division, department, and position, based upon business and operational needs. Limitations to flexible work arrangements are outlined in the official policy.
Prohibition of Remote Work Outside New York State: Remote work locations outside New York State are not authorized by the College due to out-of-state tax and regulatory implications. In limited circumstances, prompted by business or operational needs, the College may approve requests to work remotely outside of New York State, on a short term, temporary basis.
Monroe Community College prohibits discrimination based on race, color, religion, sex, sexual orientation, pregnancy, familial status, gender identity or expression, age, genetic information, national or ethnic origin, physical or mental disability, marital status, veteran status, domestic violence, victim status, criminal conviction, or any other characteristic or status protected by state or federal laws or College policy in admissions, employment, and treatment of students and employees, or in any aspect of the business of the College.
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