Job Posting Details

Performs advanced secretarial work with some latitude for decision-making in carrying out routine phases of the work. Assists Chairs, Faculty, Staff, and Students in a variety of detailed matters. Work involves assisting students, ordering supplies, answering correspondence, opening and distributing mail, screening visitors, providing information, keeping special records, restricted information and confidential files, and preparing reports. May supervise one or more clerical or student assistants engaged in performing routine clerical work.

Essential team member for two vibrant science departments: Chemistry/Physics and Geosciences. 

Prepares and distributes correspondence, articles, reports, specifications, payrolls, manuals, legal documents, and minutes on general or technical subjects. Opens and distributes mail. Receives visitors and assists students, faculty, or staff. Answers multiple telephone lines, takes messages, files documents, makes copies, maintains office equipment and orders supplies. Assists director/chair/department staff in a variety of detailed matters. Assist /director/chair in monitoring and managing the department's budget and the various funding accounts. Maintains clerical records and prepares reports from a variety of materials. Responds to inquiries, assists in compiling and entering data for reports and databases. Performs basic bookkeeping, enters information into databases, prepares travel vouchers, reimbursements, and purchase requisitions. Maintains paper/electronic files and record-keeping systems. May provide coordination for/communication with student teaching assistants. May supervise a small number of clerical workers in routine office operations. May be responsible for department and social media accounts. May assist with planning of events. Performs other duties as assigned.

Facilitates course scheduling and room assignments for both departments. Provides knowledgeable support for scientific laboratory and field teaching and research environments. Works with scholarship and grant-contract accounts. Manages distribution of lab manuals with on-campus bookstore. Manages facility use and oversees resolution to reported issues.

Ability to sit or stand for long periods of time and bend and stoop while filing.

One or more years experience in responsible secretarial work. Experience in working with the public in person, through e-mail, text, telephone.

Must have good computer skills and computer experience with Microsoft Word, Excel, and Outlook, and be comfortable with technology. Good knowledge of business English, spelling, grammar, punctuation, and office practices and procedures. Ability to maintain accurate records and prepare complex reports. Ability to compose correspondence. Must possess proof-reading skills and telephone etiquette.

Graduation from high school, including or supplemented by courses in business practice and typing.

Ability to multi-task and communicate effectively and professionally. Attention to detail and professionalism in speech, appearance, and actions. Excellent oral and written communication skills. Ability to establish and maintain effective working relationships with supervisors, other employees, faculty, students, and the public. Ability to work independently and complete work in a timely and proficient manner. Ability to assign, supervise, and review the work of other clerical workers.

Requires the ability to maintain positive working relationships with students, faculty, staff, and the community. Must adhere to University’s core values: People-Centered, Community, Integrity, Visionary, and Connections, per the MSU Texas Values Journey. Personal cell phone usage may be required to complete position duties, including multi-function authentication requirements. Regular reliable attendance is required.

This position is designated as security sensitive (Mod) and requires a criminal background check. Position is designated as a Responsible Employee as outlined by Title IX. May serve as Campus Security Authority as outlined by the Clery Act.