Secretary, Office of Student Affairs

Secretary, Office of Student Affairs

St. George’s University invites applicants for the position of Secretary within the Office of Student Affairs.

Special note to applicants: Review of applicants will be ongoing until a suitable candidate is identified.

The primary functions of the Secretary will be to provide general clerical support to the Dean of Student and Global Student Center Offices. The Secretary will also serve as the face and voice of the Dean of Students in the capacity of answering, transferring calls in a professional manner, and receiving/directing guests or customers to their specific destinations.

• Answer incoming calls in a professional manner and transfer calls as required.
• Receive and direct guests or customers in the Student Affairs office or Global Student Center offices to their specific destinations.
• Request campus spaces through the University Calendar for the Student Affairs office / GSC / Orientation.
• Coordinate the collection of all incoming and outgoing mail (Bic Pac, Fed Ex packages, and internal/external mails) and liaise with the relevant offices/departments to ensure that they are collected and dispatched promptly. Keep a safe and clean workspace by complying with procedures, rules, and regulations.
• Respond to all email queries and maintain the Student Affairs office inbox in Microsoft Outlook.
• Provide assistance and support during orientation as needed.
• Transcribe meeting minutes for Global Student Center / Student Affairs office / University Gym or as required by your supervisor.
• Provide assistance/support in the absence of Global Student Center or Student Affairs office administrative members as needed.
• Complete any other job-related assignments assigned to you by your Department Supervisor / Office Manager / Deans.

• Secretary – must have knowledge of secretarial/clerical practices such as office procedures, Microsoft Office programs and electronic management/filing of records.
• Customer Service – must have knowledge of the processes and principles for providing personal and customer services such as meeting quality standards for services, customer needs assessment and satisfaction.
• Effective time management, customer service skills, and demonstrate a high level of discretion and tact in daily duties.
• Active listening – give full attention to what other people are saying, take time to understand the points being made, and ask questions as appropriate.
• Reading comprehension – understand written statements in Microsoft Office programs and in hard copy documents.
• Service orientation – actively look for ways to assist faculty, staff, students, and the public.
• Ability to work independently or as part of a team and collaborate effectively with diverse constituencies within the university setting and with external organizations.
• Ability to demonstrate a high level of confidence in making strategic decisions, using good judgment, innovation and problem-solving skills.
• Ability to perform work conscientiously and the ability to perform work with speed and accuracy.
• Ability to maintain good concentration while dealing with interruptions.
• Store office supplies received from the Purchasing Department by manually handling, lifting, removing, carrying or dragging boxes.
• Complete any other job-related assignments assigned to you by your department supervisor / manager.

• An Associate Degree/Diploma in Secretarial Studies or equivalent.
• Served at the level of Secretary or any other comparable field with a minimum of 3 years’ experience.

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and laminating equipment.
• While performing the duties of this job, the employee is occasionally required to stand, walk, sit, life boxes, use hands to finger, handle, or feel objects, controls; climb stairs.

• A typical work week is 40 hours Monday through Friday with a start time and break to be decided by your department supervisor.
• No travel is expected for this position.

• Stu…