Skip to Main Content

Administrative Secretary

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

If you would like to bookmark this position for later review, click on the Bookmark link. To email this position to a friend, click on the Email to a Friend link.  If you would like to print a copy of this position for your records, click on the Print Preview link.

Posting Details

To create a Posting, first complete the information on this screen, then click the "Next" button or select the page in the left hand navigation menu. Proceed through all sections completing all necessary information. To submit the Posting to Human Resources, you must go to the "Posting Summary Page" by clicking on the "Next" button until you reach the Posting Summary Page or select Posting Summary Page from the left navigation menu. Once a summary page appears, hover your mouse over the orange Action button for a list of possible approval step options.

Position Information

Working Title Administrative Secretary
Department Registrar
Compensation Title
Position Number 30000060
Position Status Regular
Work Schedule

M-F 8:15 am – 4:30 pm

Commitment to Inclusive Excellence

Northern Kentucky University is an Equal Opportunity/Equal Access/Affirmative Action institution. We embrace inclusiveness, equity, and global awareness in all dimensions of our work and seek excellence through diversity among our students, administrators, faculty, and staff. Application by members of diverse groups is encouraged.

Purpose of Position

The Administrative Assistant is a professional support position to the Office of the Registrar staff and the University Registrar and serves as a communication link for the office with other campus offices, academic departments, students, faculty, staff and external constituencies. The Administrative Secretary helps to maintain the Registrar’s Office website, tracks and maintains the office budget, coordinates the production, printing and mailing of all graduation diplomas, offers technical support in the use of all Microsoft Office applications to the staff, actively manages office paperwork and responds to deadlines, screens/manages/routes correspondence for the Registrar, makes routine decisions, and maintains optimal office functionality in a fast paced environment.

Primary Responsibilities

*Reception: Serve as department receptionist and work with both internal and external members of the University community in a pleasant and considerate manner. Screen calls/visitors (especially student problems) for University Registrar – Make informed referrals to appropriate office to ensure timely and accurate resolution.
*Budget: Prepares and consults with the University Registrar on all matters regarding the annual budget tracking all projected expenditures for each fiscal year, and providing an analysis of needs for entire office staff.
*Diploma Coordination: Prepare, print and coordinate mailing of all graduation diplomas for each term. Maintain Diplomas On Demand software updating all necessary diplomas signatures and codes for graduation terms, degrees and majors.
*Clerical and Inventory Support: Oversee the operation of all office equipment, maintain service agreements and place service calls for all necessary repairs. Serve as key administrator for all key requests, returns and card swipe door access. Perform yearly key audit for office. Perform all secretarial/clerical duties for department, order all needed supplies, and serve as primary clerical support. Maintain all inventory records for the Office of the University Registrar performing audits and communicating changes to appropriate offices.
*Phonetree: Manage the Phonetree calling system. Act as contact for use of the automated calling system coordinating all call requests from outside departments.
*Copier Management: Act as key operator for the central department copier. Monitor and record all copier/fax costs charged to the Office of the University Registrar acting as liaison for all needed supplies and service for central copier. Assist/train Registrar’s Office staff in the use of the print, scan, and fax software for the department copier and its features.
*Student Communication: Create, update and execute a Registration Communication Plan for each term for the dissemination of registration information to students and the campus community including the production of posters, postcards, emails to students and departments, phone calls to student groups and the posting of announcements to various venues on campus.
*Travel: Manage all Office of the University Registrar travel including, requests, travel arrangements and vouchers upon staff return.
*Procurement: Manage procurement card usage for purchases needed for the effective functioning of the Office of the University Registrar. Perform monthly reconciliation of the MasterCard procurement card statements.

Qualifications

High School Diploma/GED. Excellent computer skills including but not limited to Microsoft Office Suite.

Any candidate offered this position is required to go through a pre-employment criminal background check as mandated by state law.
Northern Kentucky University is an Equal Opportunity/Equal Access/Affirmative Action institution. We embrace inclusiveness, equity, and global awareness in all dimensions of our work and seek excellence through diversity among our students, administrators, faculty, and staff. Application by members of diverse groups is encouraged.

Minimum Education High School Diploma
Preferred Education Associates Degree
Minimum Experience 3 years
Salary minimum $12.90/hour
Pay Grade S65

Posting Detail Information

Requisition Number 2017S788
Job Open Date 09/12/2017
Job Close Date 09/29/2017
Open Until Filled No
Quick Link http://jobs.nku.edu/postings/6113
Is this an internal only posting?

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have previous higher education experience?
    • Yes
    • No
  2. * Describe your experience in dealing with the management of accounts and budgets.

    (Open Ended Question)

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents
  1. Letter of Recommendation 1
  2. References