Department Secretary - Earth Sciences

Department Secretary - Earth Sciences
Millersville University


Department: Earth Sciences
Nature of Position: Permanent, Full-time

Job Summary/Basic Function
About the position:
The position reports to the Department Chair and provides clerical support for the department chair, 10 regular full-time faculty, 8 TPTF, and 2 staff members.


Join Our Team at Millersville University!
Annual Salary: $36,108
Plus a generous benefits package designed to support your well-being and future:

• Comprehensive Health Coverage – Medical, dental, and vision insurance
• Group Life Insurance
• Retirement Plans – Choose from two excellent options
• Tuition Waiver – Invest in your education or your family’s
• Paid Time Off – Vacation, sick leave, and holidays to recharge

Why Millersville?
Nestled in beautiful Lancaster County, Pennsylvania, Millersville University is a proud member of Pennsylvania’s State System of Higher Education. We’re known for:

• Strong student-faculty connections
• 70+ undergraduate and 24 graduate programs
• A stunning campus and vibrant community
• Outstanding job placement for graduates

With over 66,000 alumni across the globe, our impact is far-reaching—and growing.


Our Mission & Values:
At Millersville, we live by our EPPIIC values of Exploration, Public Mission, Professionalism, Inclusion, Integrity, and Compassion.


We are deeply committed to Inclusive Excellence—creating a welcoming, supportive environment where everyone can thrive. We believe diversity is a strength, and we actively seek individuals who bring unique perspectives and experiences to our community.


Equal Opportunity for All:
Millersville University is an equal opportunity employer. We welcome applicants from all backgrounds and are committed to providing a workplace free from discrimination. Individuals from traditionally underrepresented groups are strongly encouraged to apply.
Duties and Responsibilities:

• Compose and type correspondence.
• Proofread documents for accuracy and compliance with university rules and regulations.
• Schedule appointments for the department chair and faculty.
• Prepare and compile support materials for meetings and conferences.
• Schedule meetings and meeting rooms.
• Make food and seating arrangements and schedule audiovisual services.
• Coordinate visits of the Earth Sciences facilities by prospective students. This may include scheduling a tour of the weather facilities, visiting a professor and a campus tour.
• Coordinate tour guides for the Earth Sciences department Open House.
• Initiate all travel arrangements for department chair and faculty, including hotel/plane/car/ conference reservations.
• Prepare travel forms.
• Schedule vans for field trips or conferences.
• Work with Search Committee Chair to coordinate and process faculty appointments including compose correspondence, review submitted materials for completeness and schedule campus visits.
• Maintain confidential records containing sensitive data and information regarding recruitment, reappointment, and evaluation of department faculty.
• Maintain an office filing system of correspondence and all documents related to the operation of the department.
• Organize and maintain the advisee folders for all Earth Science majors, and Emergency Management graduate students.
• Compile and evaluate faculty load data for the department and work with the school administrative manager to resolve issues with faculty load.
• Greet visitors.
• Take minutes at regular and special department meetings, as necessary.
• Respond appropriately to all requests for information, including weather and unusual occurrences.
• Prepare, track, and resolve discrepancies in student payroll for Earth Sciences student workers, about 20, and the student research payroll.
• Assist hiring manager with the monitoring and resolving discrepancies in the department operating budget and various grant budgets.
• Purchase department books, instructional supplies, equipment, computers, and office supplies.
• Prepare requisitions, place orders with vendors, check in shipments and pay invoices.
• Enter requisitions into the SAP System, if indicated.
• Resolve all issues/discrepancies with vendors.
• Prepare work orders for maintenance of department facilities.
• Process mail:
• open, sort and distribute mail throughout Caputo, Roddy, and Brossman Halls.
• manage the shipping, tracking, and accounts payable for packages sent through U.S. Postal Service, FedEx, and UPS.
• Determine supply needs, prepare supply requisitions, and monitor spending.
• Track and process forms including Change of Grade, Student Evaluation of Faculty, Independent Study, Change to Master Schedule, requisition, travel, and various grant forms.
• Compile and maintain historical student enrollment data for the department.
• Participate with department chair in the interview and selection of student workers.
  • Train and schedule student workers.
  • Delegate work assignments to students and review completed work.
  • Prepare and submit all related payroll forms.
  • Using Brio reporting system, internal tracking systems, and departmental, grant and contract budgets monitor the department’s student wage budget and schedule students accordingly.
• Assist the principal investigator/faculty as necessary with grants and contracts, including budgets, purchase requisitions, logistics for field locations (e.g., securing lodging)
• Responsible for the clerical, budget, and other administrative work for the M.S. in Emergency Management
• Enter approved academic schedules into Banner.
• Assign advisors and enter advisor assignments into Banner
• Manage University Ford truck schedule and the pickup/return of truck keys.
• Other duties as assigned.

Required Qualifications

• Six months as a Clerical Assistant 1 OR graduation from high school OR any equivalent combination of experience and training.
• Excellent oral, written, and interpersonal communication skills.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, OneDrive, and Teams.
• Ability to:
  • Proofread information for conformance with prescribed standards.
  • adapt quickly to changing student and employee needs.
  • always maintain confidentiality and discretion.
  • provide exemplary customer service.
  • organize, prioritize, meet deadlines, and follow up on assignments.
  • perform detailed work involving written information.
  • learn new skills as needed.
  • work independently and in coordination with others.
  • oversee student workers.
• Demonstrated organizational, analytical, and critical thinking skills.
• A sense of urgency and attention to deadlines and details.
• Ability to work with students of diverse cultures, racial and ethnic groups.
• Knowledge of office procedures, policies, forms, and various office filing systems.
• Commitment to inclusive practices and working with diverse student populations.
• Successful interview (Including Word and Excel tests).
• Successful completion of three background checks.

Preferred Qualifications

• 2 Years of work experience in clerical/secretarial position(s).
• Prior professional work experience in an academic setting.
• Prior experience using specific systems (Banner, SAP, D2L Brightspace).

Job Description

Essential Functions
Please Note: These duties are to be performed with or without accommodation. We are committed to providing reasonable accommodations in accordance with Americans with Disabilities Act(ADA).

• Ability to work in person on campus in an office setting.
• Work is normally performed in a typical interior/office work environment.
• Ability to sit for long lengths of time.
• Extensive writing and verbal communications skills.
• Basic math skills (add, subtract, multiply, divide).
• Understanding of written directions.
• Must be able to lift/pull/push up to 10 pounds.
• Dexterity of hands and fingers to operate a computer keyboard and mouse.

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