Key Responsibilities and Required Skills for Faculty Secretary

🎯 Role Definition

The Faculty Secretary is the organizational and administrative cornerstone of the academic department. This pivotal role provides comprehensive, high-level support to the Department Chair, esteemed faculty members, and the student body. As the central point of contact, you will be instrumental in facilitating key academic processes, managing complex communications, and ensuring the smooth, efficient, and professional operation of the department office. Your ability to handle sensitive information with discretion and manage multiple priorities will be critical to the department's success.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Office Coordinator
Executive Assistant

Advancement To:

Senior Faculty Secretary or Department Administrator
Executive Assistant to a Dean or a Vice President
Office Manager for a larger college or division

Lateral Moves:

Academic Program Coordinator
Admissions or Registrar's Office Specialist
Student Services Advisor

Core Responsibilities

Primary Functions

Act as the primary point of contact and public face of the department, professionally handling a high volume of in-person, phone, and email inquiries from students, faculty, university staff, and the general public.
Manage and maintain the complex and dynamic calendar for the Department Chair, including scheduling high-level meetings, academic committees, appointments, and resolving scheduling conflicts proactively.
Provide direct and confidential administrative support to a diverse group of faculty, assisting with travel arrangements, conference registrations, reimbursement processing, and preparation of correspondence.
Coordinate the full lifecycle of departmental meetings (e.g., faculty, committee, and staff meetings), from preparing and distributing agendas and materials to recording, transcribing, and disseminating official minutes.
Manage the departmental course scheduling process each semester, collaborating with the Registrar's Office to input, review, and edit course offerings and instructor assignments.
Assist faculty with the preparation and submission of syllabi, textbook adoptions, and other course-related materials, ensuring adherence to university deadlines and policies.
Maintain highly confidential and sensitive student and faculty records, ensuring strict compliance with FERPA (Family Educational Rights and Privacy Act) and university data security protocols.
Process a wide range of critical academic and administrative forms, such as grade changes, student petitions, course substitutions, and independent study requests, ensuring accuracy and proper approvals.
Monitor and manage the departmental budget, including tracking expenditures against allocated funds, processing purchase orders, reconciling procurement card statements, and generating financial reports for the Chair.
Plan and execute the logistics for departmental events, including guest lectures, academic symposia, and student receptions, by managing room reservations, catering, A/V equipment, and promotional materials.
Provide key administrative support for faculty search and recruitment processes, including posting positions, managing applications, scheduling multi-day candidate interviews, and compiling materials for search committees.
Compose, edit, and proofread a variety of professional documents, including official letters, memos, reports, newsletters, and presentations, ensuring a high standard of quality and accuracy.
Oversee the day-to-day operations of the main office, including managing inventory of office supplies, submitting facilities maintenance requests, and coordinating equipment repairs.
Serve as a knowledgeable first resource for students, providing guidance on departmental policies, program requirements, faculty office hours, and university resources.
Support the faculty promotion and tenure process by meticulously assembling review dossiers, managing strict deadlines, and handling confidential letters of recommendation and evaluation.
Coordinate the onboarding and orientation of new faculty, adjunct instructors, and student workers, acquainting them with departmental procedures, systems, and culture.
Manage departmental key and building access control, maintaining accurate records and ensuring the security of offices, labs, and common areas.
Create and maintain robust physical and digital filing systems for departmental records, correspondence, and historical documents, ensuring information is organized and easily retrievable.
Act as a liaison between the department and other key university offices such as Human Resources, the Dean's Office, Finance, and IT to facilitate administrative processes and resolve issues.
Prepare and submit payroll documentation for student employees, graduate assistants, and part-time instructors, ensuring timely and accurate payment.

Secondary Functions

Assist in updating and maintaining content on the department's official website and social media platforms to ensure information is current and engaging.
Provide logistical support for ad-hoc departmental projects and initiatives as directed by the Department Chair.
Compile data and assist in the preparation of annual reports, accreditation self-studies, and other major institutional documents.
Serve on university-wide administrative committees or workgroups as a representative of the department.

Required Skills & Competencies

Hard Skills (Technical)

MS Office Suite Mastery: Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook (especially calendar management).
Student Information Systems (SIS): Experience with academic platforms such as Banner, PeopleSoft, or similar systems is highly desirable.
Financial Software: Familiarity with university financial systems like Workday, Oracle Financials, or Concur for budgeting and expense reporting.
Fast & Accurate Typing: Strong data entry and typing skills for correspondence, minute-taking, and report generation.
Records Management: Expertise in creating and maintaining both digital and physical filing systems in compliance with privacy regulations.
Basic Website CMS: Ability to use Content Management Systems (e.g., WordPress, Drupal) to perform basic website updates.
Office Equipment Proficiency: Competent use of multi-line phone systems, printers, scanners, and other standard office technology.

Soft Skills

Exceptional Communication: Superior written and verbal communication skills, with the ability to correspond professionally and effectively with diverse stakeholders.
Organizational Prowess: World-class organizational and time-management skills, with a proven ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Discretion and Confidentiality: Unquestionable integrity and a demonstrated ability to handle sensitive and confidential information with the utmost discretion.
Problem-Solving Acumen: A proactive and resourceful approach to identifying issues, evaluating options, and implementing effective solutions.
Meticulous Attention to Detail: A commitment to accuracy and thoroughness in all tasks, from data entry to document proofreading.
Strong Interpersonal Skills: A welcoming, collaborative, and customer-service-oriented demeanor to foster a positive office environment.
Adaptability & Flexibility: Ability to adapt to changing priorities, new technologies, and evolving procedures with a positive attitude.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent, supplemented by significant, relevant administrative experience.

Preferred Education:

Associate's or Bachelor's degree from an accredited institution.

Relevant Fields of Study:

Business Administration
Communications
Public Administration

Experience Requirements

Typical Experience Range:

3-5+ years of progressive experience in a high-level administrative support role.

Preferred:

Direct experience working within a higher education environment, such as a university academic department, is strongly preferred and will be given priority consideration.