Secretary II, Engineering Technologies Provisional

Location: Rochester, NY Category: Support Staff/Civil Service Posted On: Tue Mar 19 2024 Job Description:

Job Function:

The duties of this position include providing administrative, staff, and student support in an academic office in-person, over the phone, and via email. Other office functions include data gathering, organization, analysis, and recommendation development; report preparation; organization and maintenance of paper files and e-files; and related clerical duties including copying, faxing, document imaging, processing of Dynamic Forms, and establishing and maintaining general office procedures and ordering and maintaining sufficient inventories of office supplies.

Primary Functions:

Prepares correspondence, memos, reports, minutes, and proceedings of department meetings.

Assists in preparing budget justifications; compiles data for inclusion in tentative departmental budget estimates.

Works independently to perform various clerical tasks such as scheduling; and proofreading materials for consistency, spelling, grammar, punctuation, and identifying possible errors.

Compiles, prepares, inputs, and maintains a variety of data in technology systems and software for use by others in assigning faculty workload, preparing master schedules, managing the Engineering Technologies real estate footprint, and proposing new courses and programs and revisions to existing courses and programs.

Assists in master schedule reviews and inputs approved changes to the master schedule software.

Compiles and maintains confidential information and department records including but not limited to faculty contact information; credentials; hiring, observation, retention, and promotion eligibility dates; Annual Faculty Development Reports (AFDRs); and advisory board contact information, meeting dates, and meeting records.

Compiles and maintains Engineering Technologies Course Information Sheets (CISs) for each semester and other course-specific information as requested by the Chair.

Creates, physically posts, and regularly updates information of interest and use to students including, but not limited to listings of students and their assigned advisors and advisor contact information, course sections and room assignments, learning center staffing, and notices of Engineering Technology events.

Provides occasional weekend or evening support for advising and registration events and career fairs.

Supervises and trains other clerical staff as needed and assists with onboarding new staff and faculty to ensure that they are familiar with the policies, procedures, tools, and resources they need to be successful in their role.

Makes necessary travel arrangements for department employees.

Orders supplies and materials for use within Engineering Technologies and assists faculty with textbook ordering and classroom material printing.

Responsible for contributing to and maintaining an inclusive and collaborative College environment.

Responsible for maintaining technological competencies utilized by the College and department.

Secondary Functions:

Performs other duties and responsibilities as assigned by the department chair.

MCC Expectations:

Adheres to the College Code of Conduct.

Contributes to, supports, and maintains an equitable, inclusive, and collaborative College environment.

Maintains technological competencies utilized by the College.

Commits to the philosophy of a comprehensive community college.

Commits to professional growth. which includes seeking ongoing training in diversity, equity and inclusion to better serve students.

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:

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:

Previous employment in higher education.

Must be proficient with Outlook, Word, Excel, PowerPoint, DegreeWorks and Banner.

Must be highly organized and able to undertake, prioritize, and complete multiple concurrent assignments and tasks.

Must be customer-oriented and interested in learning new skills and improving processes.

Previous academic department administrative experience.

Proficient with Ellucian, Starfish, Civitas and Brightspace.

Bilingual and able to read, write, and speak Spanish, other other languages, proficiently.

Additional Information:

Job Type: Full - time

Hours: 8:45 a.m. - 4:45 p.m.

Salary: $38,638.57 per year with a 6 month increment

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.

Notice Non-Discrimination (http://www.monroecc.edu/diversity/notice-of-non-discrimination/)

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