FirstBank Jobs

ADMINISTRATIVE SECRETARY

Position Number: S-3349

Position Summary:

This position provides secretarial support to the Licensure, Regulatory Services & Human Capital (LRS &HC) department, primarily to the Faculty & Staff Resources team. This position must present a positive image and requires strong computer skills, accuracy, organization, resourcefulness, attention to detail, confidentiality and must be able to work independently and handle interruptions. 

Required Qualifications:

High school diploma or GED . Three years of qualifying experience or a combination of education and experience that equates to three years. Experience with Microsoft Word. Customer service experience. Organizational skills with strong attention to detail. Demonstrated positive interpersonal skills. Effective verbal and written communication skills. Ability to project a positive attitude. Ability to manage multiple projects and meet deadlines with accurate results. Ability to compose, proofread and edit correspondence. Ability to perform the essential functions of the job. 

Preferred Qualifications:

Strong Microsoft Office Skills (Word, Excel, Access, PowerPoint, Outlook; including e-mail and calendaring). Previous experience working with legal documents/research. Previous experience working with CMU systems (SAP , Perceptive Content, Team Dynamics, and Sitefinity). 

Duties & Responsibilities:

Maintains staff records including shared files, tracking documents, org charts, physical files, and record retention. Assists with processing employee security access in Timeclock Plus. Assists with processing FML /WC/Risk Management/Tuition Waiver paperwork. Assists with staff resources as needed; including but not limited to, recruitment, orientation, personnel transactions, separations, etc. Coordinates student employment processes (postings, transactions, changes, and assist with orientation) and may oversee student employees in the department, assigning various tasks as needed. Monitors/maintains Staff Resource departmental email accounts. Assists with faculty approval services; including, but not limited to, assisting with adjunct faculty credential verification, onboarding correspondence, and new hire forms. Coordinates the completion and retention of adjunct faculty new employment paperwork (Federal I-9 form, W4, etc.), processes adjunct faculty terminations, and updates relevant information (name changes, address changes, etc.) in SAP . Assists with the coordination of departmental inventory and department mailings. Prepares course advertising listings for fixed-term faculty and FA members for the Faculty & Staff Resource team to review and disseminates/uploads listings to the department website via Sitefinity. Assists the Assistant Director, Faculty & Staff Resources with preparing files for prospective adjunct faculty member 3-year reviews and retrieving adjunct faculty course syllabi from SBT and EOC /SOS scores from watermark. Assists with maintaining the workflow contacts for the electronic preference form system and assists with processing electronic preference forms when needed. Provides secretarial support to the Site Agreements and Regulatory Services team as needed, including, but not limited to, assisting with the maintenance of Emergency Procedure Guides and special projects. Provides LRS &HC Executive Director/Departmental secretarial support. Responsible for day-to-day functions of the front desk/reception area, including customer service. Performs other duties as assigned. 

Supervision Exercised:

None. 

Employee Group: Office Professional

Staff Pay Level: 5

Pay Range: $14.50 - 21.33 per hour; estimated starting range $14.50 - 17.00

Department: Faculty & Staff Resources

Position Status: Regular<