Secretary II, Chemistry and Geosciences (Provisional)

Monroe Community College | Rochester, NY

Posted Date 1/20/2023

This position is the full-time twelve-month secretary for the Chemistry and Geosciences Department. This position directly supports close to 13 full-time faculty members, 15 active adjuncts, 3 technical assistants, as well as 12 professional tutors, student aides, and peer leaders. Therefore, the efficiency and knowledge of the individual in this position in supporting the aforementioned College employees will support students in all courses, degrees, certificates, and micro-credentials including Chemistry, Geography, Geology, and Geospatial Information Science and Technology (GIST) offerings and/or requirements. This position works under the primary supervision of the Chemistry and Geosciences Chairperson and has considerable independence in referring or responding to inquiries.

This position will serve students, faculty, staff, administration, and the public as follows:

Office Support and Customer Service

  • Serves as the primary point of contact for the Chemistry and Geosciences Department including, but not limited to, students, faculty, other College departments offices, parents, local businesses, as well as inquiries from the general public
  • Serves to assess, refer as needed, solve, and otherwise provide effective customer service to all interested parties
  • Student Support

  • Interfaces with students to assess needs, direct them to appropriate resources, and facilitate problem-solving related to student experiences including, but not limited to, advisement, course and semester registration, and related issues, complaints about faculty, and follow up services related to referrals from the offices of Registration and Records, Admissions, Counseling and Advising, Graduation, and other offices
  • Assists in researching student records, reviewing placements, and verifying prerequisites
  • Processes prerequisite overrides, course registrations, academic overloads, and other advisement issues that arise in the ordinary course of business
  • Faculty Support

  • Provides secretarial support to full-time and adjunct faculty
  • Primary responsibility for assisting and orienting new full-time and adjunct faculty in departmental and HR-related matters that include, but are not limited to, accessing course requirements, books, and other course materials; requesting system access and Outlook accounts, key requests, assignment of voice mailbox and office space; setting up mail folder; and obtaining general and specific information regarding departmental and College policies
  • Assists with coordinating textbook orders for each academic cycle
  • Responsible for coordinating yearly departmental professional memberships
  • Collects and uploads Course Information Sheets to Microsoft Teams for each section of each course each semester
  • Reserves transportation for Fall and Spring Geosciences field trips and submits travel documents to Controllers office
  • Provides support to grants obtained by faculty including processing MCC-level grant application and approval materials, grant-related travel paperwork, and stipend allocations
  • Chair Support

  • Provides comprehensive secretarial support for Department Chair
  • Handles administrative problems of a confidential nature
  • Has qualified signature authority for Department Chair
  • Routes Chemistry and Geosciences Chair's and departmental phone and mail, handling items and inquiries as needed and, when appropriate, taking action or referring those items that can be delegated to interested parties
  • Acts as guide to the Chair on College procedures and documents flow
  • Interfaces with Dean's Administrative Assistant to insure proper processes
  • Responsible for scheduling department meetings and Chemistry Team meetings utilizing Outlook schedules and meeting requests
  • Establishes and maintains general office paper and electronic files such as records of course substitutions and grade changes
  • Budget

  • Researches products and prepares requisitions and purchase orders for office materials as well as laboratory materials in Geography, Geology, and GIST
  • Assists in the development and justifications of department budgets
  • Estimates and tracks inventory of office supplies, educational materials, and equipment
  • Assists in monitoring and facilitating time and effort reporting of full-time employees, adjunct faculty members, technical assistants, tutors, student aides, and peer leaders
  • Identifies and problem solves individual faculty workload issues and problems related to workload distribution and contractual limitations
  • Responsible for inputting workload data in BANNER and in generating reports as needed by the chair and adjunct coordinators
  • MCC Expectations:

  • Adheres to the College Code of Conduct
  • Contributes to, supports, and maintains an equitable, inclusive, and collaborative College environment
  • Maintains technological competencies utilized by the College
  • Commits to the philosophy of a comprehensive community college
  • Commits to professional growth. which includes seeking ongoing training in diversity, equity and inclusion to better serve students

  • Requirements:

    Required Qualifications:

  • Must currently hold the title of Secretary II and be reachable on the Monroe County Civil Service eligibility list titled Secretary II OR meet the following for provisional* appointment:
  • MINIMUM QUALIFICATIONS: Graduation from high school or possession of an equivalency diploma, plus EITHER: (A) Three (3) years paid full time or its part time equivalent office secretarial experience; OR, (B) Graduation with a diploma or certificate from a school of business or business institute with a major in Secretarial Science, Word Processing, or a related area, plus two (2) years of experience as defined in (A) above; OR, (C) Graduation from a regionally accredited or New York State registered college or university with an Associate's degree in Secretarial Science or related area plus one (1) year of experience as defined in (A) above; OR, (D) Graduation from a school of business or business institute with an Associate's degree in Secretarial Science, plus one (1) year of experience as defined in (A) above; OR, (E) Any equivalent combination of education and experience as defined by the limits of (A), (B), (C) and (D) above.
  • Must be a Monroe County resident.
  • Preferred Qualifications:

  • Bilingual and able to read, write, and speak Spanish, or other languages, proficiently

  • Additional Information:

    Job Type: Contingent, Full-time

    Hours: Monday - Friday, 8:45am - 4:45am

    Salary: $37,604.44 (eligible for increment at six months of service and a 2.75% increase effective 9/1/23)

    *The term provisional means that you will be required to take the next Civil Service examination for this title, and place among the top three (3) candidates on the examination list in order to be eligible for permanent appointment.

    MCC is currently testing a Pilot Telecommuting Program that runs from October 25th, 2021 to June 30th, 2023. Under the pilot program, this position may be eligible for remote work up to 5 days per pay period pending departmental need and leadership approval. The pilot program may be extended or terminated at any time at the College's discretion.

    Monroe Community College prohibits discrimination based on race, color, religion, sex, sexual orientation, pregnancy, familial status, gender identity or expression, age, genetic information, national or ethnic origin, physical or mental disability, marital status, veteran status, domestic violence, victim status, criminal conviction, or any other characteristic or status protected by state or federal laws or College policy in admissions, employment, and treatment of students and employees, or in any aspect of the business of the College. MCC provides equal access to the Boy Scouts and other designated youth groups.

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    Application Instructions:

    Returning applicants may login to their Monroe Community College Careers Account to apply for this position. See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

    The following documents MUST be submitted to be considered for this position:

    1. Resume/CV
    2. Cover Letter

    After submitting your Resume/CV, (Step 4) the subsequent pages enable you to upload additional documents (i.e., cover letter etc.).

    Category: Support Staff/Civil Service
    Department: Academic Services
    Locations: Rochester, NY
    Posted: Jan 20, 2023
    Closes: Open Until Filled
    Type: Full Time
    Position ID: 158127

    Employment Type
    Full Time

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