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Secretary Occupational Safety and Health

SUMMARY

Responsible for: Managing the front desk operations and providing administrative support to the department. Plays a key role in maintaining a professional and welcoming environment for all visitors, including students, faculty, staff, and guests. Provides administrative support and ensures efficient communication within the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Computer skills: Microsoft Office Suite
• Reception and Customer Service: Welcome and assist students, faculty, staff, and visitors in a courteous and professional manner. Answer inquiries in person, via phone, and email, providing information about department programs, courses, and services. Direct visitors to appropriate departments or personnel.
• Administrative Support: Assist department staff with administrative tasks such as typing, copying, scanning, and filing documents. Prepare and distribute departmental correspondence, memos, and reports.

Maintain accurate records and databases, ensuring confidentiality of sensitive information.

• Scheduling and Calendar Management: Manage departmental calendars, schedule appointments, and coordinate meetings. Assist with travel accommodations itineraries for department members as needed. Assist with organizing departmental events and workshops.
• Communication and Correspondence: Respond to incoming emails and correspondence, forwarding messages to appropriate staff members. Draft, edit, and proofread departmental communications, including emails, newsletters, and announcements. Coordinate communication between department members and external stakeholders.
• Office Management: Maintain cleanliness and organization of the reception area and office spaces.

Order and manage office supplies and equipment, ensuring adequate stock levels.

Assist with coordinating maintenance and repairs for office equipment and facilities.

• Supervisory: Supervise student workers, arrange work hours, assign duties, and monitor budget.
• Other Duties: Collect, date, and sort daily mail, order and maintain supply of materials for office. Other duties as assigned.

ADDITIONAL PERFORMANCE RESPONSIBILITIES (FUNCTIONS, DUTIES)

1. Attendance and Dependability: The employee can be depended upon to report to the assigned duty station at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.
2. Communication and Contact: The employee communicates effectively and professionally both verbally and in writing with superiors, colleagues, and individuals inside and outside of the University.
3. Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the University. The employee exhibits a professional manner in dealing with others and works to maintain constructive working environment.
4. Safety: Employee works safely, attends safety training offered/required, and follows appropriate safety rules and regulations. In relation to level of NIMs training completed, participates in incident management preparation, and performs incident duties as assigned.