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Department Secretary - Earth Sciences
Position Information
Requisition Number
P01268
Position Type
Staff
Department
Earth Sciences
Working Title
Department Secretary - Earth Sciences
Classification
Clerical Assistant 2 - 00102
Position Summary Information
Nature of position
Permanent, Full-time
If Temporary, Start Date
If Temporary, End Date
If part-time, hours per week
If part-time, percent time
Days Worked
Monday – Friday
Hours/Shift worked
8:00 a.m. – 4:30 p.m.
Union
AFSCME
Posting Detail Information
Job Summary/Basic Function
About the position:
The position reports to the Department Chair and provides clerical support for the department chair, 10 regular full-time faculty, 8 TPTF, and 2 staff members.
Join Our Team at Millersville University!
Annual Salary: $36,108
Plus a generous benefits package designed to support your well-being and future:
- Comprehensive Health Coverage – Medical, dental, and vision insurance
- Group Life Insurance
- Retirement Plans – Choose from two excellent options
- Tuition Waiver – Invest in your education or your family’s
- Paid Time Off – Vacation, sick leave, and holidays to recharge
- Full Benefits Summary(PDF)
Why Millersville?
Nestled in beautiful Lancaster County, Pennsylvania, Millersville University is a proud member of Pennsylvania’s State System of Higher Education. We’re known for:
- Strong student-faculty connections
- 70+ undergraduate and 24 graduate programs
- A stunning campus and vibrant community
- Outstanding job placement for graduates
With over 66,000 alumni across the globe, our impact is far-reaching—and growing.
Our Mission & Values:
At Millersville, we live by our EPPIIC values of Exploration, Public Mission, Professionalism, Inclusion, Integrity, and Compassion.
We are deeply committed to Inclusive Excellence—creating a welcoming, supportive environment where everyone can thrive. We believe diversity is a strength, and we actively seek individuals who bring unique perspectives and experiences to our community.
Equal Opportunity for All:
Millersville University is an equal opportunity employer. We welcome applicants from all backgrounds and are committed to providing a workplace free from discrimination. Individuals from traditionally underrepresented groups are strongly encouraged to apply.
Duties and Responsibilities
- Compose and type correspondence.
- Proofread documents for accuracy and compliance with university rules and regulations.
- Schedule appointments for the department chair and faculty.
- Prepare and compile support materials for meetings and conferences.
- Schedule meetings and meeting rooms.
- Make food and seating arrangements and schedule audiovisual services.
- Coordinate visits of the Earth Sciences facilities by prospective students. This may include scheduling a tour of the weather facilities, visiting a professor and a campus tour.
- Coordinate tour guides for the Earth Sciences department Open House.
- Initiate all travel arrangements for department chair and faculty, including hotel/plane/car/ conference reservations.
- Prepare travel forms.
- Schedule vans for field trips or conferences.
- Work with Search Committee Chair to coordinate and process faculty appointments including compose correspondence, review submitted materials for completeness and schedule campus visits.
- Maintain confidential records containing sensitive data and information regarding recruitment, reappointment, and evaluation of department faculty.
- Maintain an office filing system of correspondence and all documents related to the operation of the department.
- Organize and maintain the advisee folders for all Earth Science majors, and Emergency Management graduate students.
- Compile and evaluate faculty load data for the department and work with the school administrative manager to resolve issues with faculty load.
- Greet visitors.
- Take minutes at regular and special department meetings, as necessary.
- Respond appropriately to all requests for information, including weather and unusual occurrences.
- Prepare, track, and resolve discrepancies in student payroll for Earth Sciences student workers, about 20, and the student research payroll.
- Sole responsibility for monitoring and resolving discrepancies in the department operating budget and various grant budgets.
- Purchase department books, instructional supplies, equipment, computers, and office supplies.
- Prepare requisitions, place orders with vendors, check in shipments and pay invoices.
- Enter requisitions into the SAP System, if indicated.
- Resolve all issues/discrepancies with vendors.
- Prepare work orders for maintenance of department facilities.
- Process mail:
- open, sort and distribute mail throughout Caputo, Roddy, and Brossman Halls.
- manage the shipping, tracking, and accounts payable for packages sent through U.S. Postal Service, FedEx, and UPS.
- Determine supply needs, prepare supply requisitions, and monitor spending.
- Track and process forms including Change of Grade, Student Evaluation of Faculty, Independent Study, Change to Master Schedule, requisition, travel, and various grant forms.
- Compile and maintain historical student enrollment data for the department.
- Participate with department chair in the interview and selection of student workers.
- Train and schedule student workers.
- Delegate work assignments to students and review completed work.
- Prepare and submit all related payroll forms.
- Using Brio reporting system, internal tracking systems, and departmental, grant and contract budgets monitor the department’s student wage budget and schedule students accordingly.
- Assist the principal investigator/faculty as necessary with grants and contracts, including budgets, purchase requisitions, logistics for field locations (e.g., securing lodging)
- Responsible for the clerical, budget, and other administrative work for the M.S. in Emergency Management
- Enter approved academic schedules into Banner.
- Assign advisors and enter advisor assignments into Banner
- Manage University Ford truck schedule and the pickup/return of truck keys.
- Other duties as assigned.
Required Qualifications
- Six months as a Clerical Assistant 1 OR graduation from high school OR any equivalent combination of experience and training.
- Excellent oral, written, and interpersonal communication skills.
- Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, OneDrive, and Teams.
- Ability to:
- Proofread information for conformance with prescribed standards.
- adapt quickly to changing student and employee needs.
- always maintain confidentiality and discretion.
- provide exemplary customer service.
- organize, prioritize, meet deadlines, and follow up on assignments.
- perform detailed work involving written information.
- learn new skills as needed.
- work independently and in coordination with others.
- oversee student workers.
- Demonstrated organizational, analytical, and critical thinking skills.
- A sense of urgency and attention to deadlines and details.
- Ability to work with students of diverse cultures, racial and ethnic groups.
- Knowledge of office procedures, policies, forms, and various office filing systems.
- Commitment to inclusive practices and working with diverse student populations.
- Successful interview (Including Word and Excel tests).
- Successful completion of three background checks.
Preferred Qualifications
- 2 Years of work experience in clerical/secretarial position(s).
- Prior professional work experience in an academic setting.
- Prior experience using specific systems (Banner, SAP, D2L Brightspace).
Essential Functions
Please Note: These duties are to be performed with or without accommodation. We are committed to providing reasonable accommodations in accordance with Americans with Disabilities Act
(ADA).
- Ability to work on campus in an office setting.
- Work is normally performed in a typical interior/office work environment.
- Ability to sit for long lengths of time.
- Extensive writing and verbal communications skills.
- Basic math skills (add, subtract, multiply, divide).
- Understanding of written directions.
- Must be able to lift/pull/push up to 10 pounds.
- Dexterity of hands and fingers to operate a computer keyboard and mouse.
Posting Open Date
03/02/2026
Posting Close Date
03/15/2026
Special Instructions to Applicants
- This position is represented by a labor union and is subject to the terms and conditions of the AFSCME Collective Bargaining Agreement.
- Ability to work on campus.
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