Executive Secretary

St. George’s University invites applicants

for the position of

Executive Secretary

Special note to applicants:

· Review of applicants will be ongoing until a suitable candidate is identified.

Job Description

Objective

The Executive Secretary will, with the tools and resources provided, ensure success in providing clerical, secretarial and administrative support to the SVM-LAMS and SAMS Departments as required. The Executive Secretary acts as an intermediate contact for staff, Faculty, and the LAMS and SAMS Chairs to facilitate communication.

Essential Functions

• Prepare and distribute memos, letters, forms, and reports.

• Prepare reimbursement and check request forms and requisitions when needed.

• Schedule meetings and make appointments for faculty and other members of staff within the Department.

• Work on special projects as directed by the Chair, Dean or Head of Department or their designee.

• Prepare and distribute memos, letters, forms, and reports.

• Circulate information regarding new policies and procedures as directed.

• Reviews check request and reimbursement forms for completeness and accuracy prior to submitting them for authorization. Liaise with the course directors and agencies regarding errors, discrepancies, etc.

  Responsible for maintaining the databases used by the office to include but not limited to:

• Incoming and outgoing correspondence

• Check request forms

• Requisition and reimbursement forms

• Food request for departments

• Course Proposal Forms

• Process all documents approved by the Chairs or designee for submission to the Business Office and Accounts Department for payment.

• Scheduling /creating an overview of staff overtime and holidays for the year

• Serving as a liaison between Human Resources and staff, ensuring that they are made aware of training courses, etc.

• Keeping up with maintenance repairs/requests for the LARF (Large Animal Resource Facility) / LAMS / SAMS, including VSL (Veterinary Surgery Lab), and submitting SHOR requests as needed

• Ordering supplies for LAMS and SAMS Departments, including all needed for labs.

• Communicating with the Central Supply Officer to ensure the timely delivery of ordered items

• Assisting with data management in Ezyvet, Sakai and Examsoft

• Assisting with the administration of the SVM (School of Veterinary Medicine) professional development curriculum including collaboration with the Dean’s office and other departments to ensure program success

• Work on special projects as directed by the Department Chairs or their designees to include the latest programs, or existing programs.

  Essential Knowledge, Skills & Abilities

• Ability to work independently, as part of a team and collaborate effectively with diverse constituencies within a university setting and with external organizations.

• Demonstrate high level of confidence in making strategic decisions, using good judgment, and innovative and creative problem-solving skills.

• Effective communication skills, time management, customer service skills and a demonstrated high-level of discretion, tact, and diplomacy.

• A commitment and personal responsibility for safety and safety concerns by promoting safe behaviors based on training and lessons learned.

• A sound knowledge of software applications typically used by a Clerical officer.

• Must be well organized and detail oriented.

MINIMUM QUALIFICATION

• An Associate Degree/ Diploma in Secretarial Studies or equivalent

• Served at the level of Secretary or any other comparable field with a minimum of 3 years experience.

  We Are

  · Student Centric: We approach every task with a focus on supporting our students to achieve their lifelong learning goals in a safe, vibrant and welcoming environment.

  · A Global Community: We are one team with an international outlook welcoming the strength in our diversity and the value each of us brings to what we do.

  · Accountable: We take responsibility for our actions by being responsive, resourceful and respectful in delivering on our commitments with integrity and the highest ethical standards.

  · Collaborative: We support and empower one another through open communications, cooperation, sharing knowledge and taking time to always listen and show we care.

  · Committed to Excellence: We take pride in our ongoing pursuit for continuous improvement through creativity, rigor and best practices to produce meaningful outcomes.

St. George's University is an equal opportunity employer. As such, it is company policy to fill positions with qualified candidates regardless of race, color, sex (including sexual orientation and gender presentation), age, religion, ancestry, national origin, citizenship status, pregnancy, marital status, medical condition, genetic information, disability, veteran status or status as a victim of domestic violence, except where there is a bona fide occupational qualification. This policy protects applicants and employees from discrimination in the hiring process.