About This Role
This secretarial role provides support to the Criminal Justice Studies (CJS) Chair, Academy Manager, CJS faculty, and Academy personnel. The position focuses on ensuring high-quality customer service to students, faculty, staff, and both internal and external customers within the Criminal Justice Studies program.
Responsibilities
- Coordinate workflow through the CJS Academy office, including data collection for the CJS Chair and Academy Manager, messages, and mail for department staff and faculty members
- Answer and direct telephone calls, as needed, for the CJS Chair, Academy Manager, visitors, instructors, and students
- Assist with CJS and Academy scheduling, including department, advisory, and consortium meetings
- Prepare meeting minutes, as needed, for meetings
- Communicate to the CJS Advisor(s) student concerns regarding their academic plans, progress, and schedule
- Provide assistance to the CJS Chair and Academy Manager in developing and maintaining routine correspondence and various department files, including student files, book adoptions, purchase order files, graduate files, forms, handouts, syllabi, correspondence files, time-off requests, and time sheets
- Maintain and record final syllabi for each semester in the College/SBHP records retention policy system, upon CJS Chair revision and approval
- Create and maintain student files until graduation, including all completed Academy records/documents required by OPOTA timelines
- Provide assistance to the CJS Chair for employee forms (ER/EPAF), load reports, and other required HR forms for full-time and adjunct faculty members in the CJS program
- Greet and assist CEP and CJS department visitors, potential students, current students, etc.
- Handle interactions and situations in a professional manner and refer visitors to appropriate staff or resources
- Alert CJS Chairperson and Academy Manager to potential problems/concerns from CJS operations and personnel
- Assist with preparation of general data for CJS, Academy, SBHP, and/or College needs as directed by the CJS Chair
- Prepare OPOTA and miscellaneous department certificates, invitation, and graduation materials
- Prepare OPOTA application process packets and assist the Academy Manager with the academy application process
- Monitor and order office and miscellaneous supplies as required for the program
- Submit work orders for repair of office equipment and maintenance repairs needed for the CJS program and CEP
- Receive requests for events from the Academy Manager for scheduling Police Academy events and prepare/gather resources for such
- Assist the CJS Chairperson and Academy Manager with the maintenance of course schedules and post class cancellation notices at the direction of the chairperson per Owens guidelines
