Division Secretary

Title: Division Secretary

Department: School of Healthcare Professions

Job Summary

This position provides coordination, support, and assistance to the Academic School’s dean, faculty, and staff.

Job Duties

Monitor and respond to emails in a timely manner, including correspondence from faculty, students, vendors, Student Services, Records, the Business Office, Accounts Payable, and other departments.
Enter and maintain schedules for all Healthcare Professions programs, making adjustments as needed. Responsibilities include building courses, adding classes, entering faculty load and release time, and applying required fees.
Prepare travel authorizations, travel claims, budget revision requests, and other required forms; assist with advisory committee meetings, program interviews, accreditation self-studies, site visits, and related activities.
Submit requisitions for academic and office equipment and supplies; verify receipt of materials, obtain appropriate approval signatures on invoices, and forward invoices to Accounts Payable for processing.
Assist with preparing and tracking affiliate agreements between Jackson State and multiple clinical affiliates, including monitoring renewal requirements.
Assist with student registration, academic advising, and generating reports for the Academic School as needed.
Assist with gathering information required to complete and submit applications in compliance with college and Healthcare Professions program requirements.
Serve as receptionist for the Academic School by answering phones, greeting visitors, and providing general administrative support as assigned.

Minimum Qualifications

• High school diploma or equivalent

Preferred Qualifications

• CPS certification
• Associate's Degree

Knowledge, Skills, and Abilities

• Ability to work effectively with others
• Strong computer skills with the ability to learn new software quickly
• Excellent written and verbal communication skills
• Basic mathematical skills
• Strong reasoning and decision-making abilities, including applying relevant policies, procedures, guidelines, and regulations to perform complex tasks

Physical Demands / Working Conditions

Prolonged periods of sitting at a desk and working on a computer
Prolonged periods of standing at times
Prolonged screen time
Must be able to lift up to 25 pounds at times

Pay Rate: $32,519 - $39,022 (Annual salary depending on eligible experience, which is defined by the current compensation plan.)

Position Close Date: Open until filled. For best consideration, please apply by, 03/26/2026

Special Instructions to Applicants:
To be considered for this position, you must submit an application. Prior applications will not be used to fill this vacancy.

A completed satisfactory background check will be required before hire.