Linfield University·McMinnville, Oregon
The Academic Secretary provides general office coordination and supports daily operations for the Education Department and Teacher Preparation Program. Responsibilities include managing student records, tracking expenditures, facilitating paperwork, and maintaining departmental communications.
The Education Department Academic Secretary provides general office coordination and supports daily operations to ensure the goals of the Education Department and Teacher Preparation Program are met. General Office Coordinator
Greet and support students, guests, and inquiries as they arise daily. Collaborate with the Licensure and Accreditation Specialist to co-maintain the master list of student information; experience with Microsoft Excel. Attend all department meetings and take minutes. Assist with meeting preparation as needed. Support and process paperwork for honorariums, stipends, check reimbursements, mileage reimbursements, etc., and submit documentation to Accounts Payable. Track and archive department expenditures on an internal spreadsheet, as well as monitor them in self-service. Assist with event and meeting preparations. Support tracking expenditures and student scholarships from the Education Department gift account. Facilitate MOU paperwork with partner school districts for placements. Draft internship agreements for clinical practice using provided templates and assist the Director or Licensure & Accreditation Specialist with scheduling district meetings and circulating agreements for signatures. Assist with course projections by collecting data from academic advisors and organizing it on a spreadsheet. Track donor giving and thank-you notes and inform the Director when they have been sent and to whom, using an official tracking system. Maintain alumni records. Manage departmental social media and communications. Publish bi-annual communications, such as the semesterly newsletter, LEAP, to stay connected with alumni and school partners throughout the year. Facilitate or complete clerical duties as assigned, including taking detailed and accurate meeting minutes; purchasing office supplies according to university policies; investigating and recommending one-time and irregular purchases; filing; preparing correspondence; and other duties as assigned to support the success of the department. Update the Potter Hall room schedule and other hallway signage each term. Regularly check the building for needs to maintain an organized, well-stocked, and professional environment in Potter Hall. Update the Potter contact list each term and distribute it to department members. Communicate announcements and information to students, faculty, and staff. This includes keeping hallway announcement monitors up to date with important announcements and information. Continuously check the operations calendar and update accordingly. Update and maintain Teacher Preparation Program policies and procedures in all documents, records, and websites. Pick up department mail and sort it in collaboration with student worker(s), if available. Perform other duties as requested, delegated, or assigned. Job Complexity and Qualifications This position is on the front line of departmental representation, interacting with many constituents, including students, faculty, cross-departmental staff, community members, school district partners, and others. Computer skills, including spreadsheets, merging documents, word processing, email, Internet research, and electronic forms; proven ability to learn new digital skills. Ability to multitask and prioritize tasks efficiently. Embody a positive, encouraging, student-focused, and interpersonal disposition. Maintain the dignity of the profession by exemplifying personal integrity and honesty, expertise, and judgment. Demonstrate well-developed interpersonal, written, and oral communication skills to interact with state agencies; public school administrators and teachers; and college faculty, students, and staff. Demonstrate commitment to promoting and enhancing diversity and equity. Evaluate program operations and make recommendations. Apply departmental and college policies and procedures, as well as state, federal, and accrediting body regulations and procedures. Ability to prioritize, identify, and solve problems, both independently and collaboratively, in a team-oriented, dynamic setting. Project and/or program management skills, including tracking student program requirements and budgeting. Initiative for upcoming tasks and events and effective use of the department operational calendar. Join the Education Department If you are an organized, collaborative, and student-focused professional who enjoys supporting a dynamic academic environment and working with a wide range of campus and community partners, we encourage you to apply for the Education Department Academic Secretary position. Linfield University participates in E-Verify to verify the identity and work eligibility of all new employees. To apply, please submit your application materials through the Linfield University employment portal. We look forward to learning more about how your experience and passion align with our mission. https://www.paycomonline.net/v4/ats/web.php/portal/F16D49EDEBF447BF71AEBC32D5AF6AB5/jobs/215407 Qualifications
Candidates should possess strong computer skills, including proficiency in spreadsheets and word processing, and the ability to learn new digital tools. The role requires excellent interpersonal and communication skills, the ability to multitask, and a student-focused disposition.
Market context
Oregon schools rely on academic secretaries to coordinate student-facing communication, records, scheduling, and department operations, creating demand for candidates who combine office technology skills with dependable interpersonal service. This role pays $15.05 per hour and may be competitive for applicants who demonstrate spreadsheet, word-processing, multitasking, and student-focused abilities; tailor your application with specific examples. Requirements and listed benefits are AI-summarized from the original description, saving research time.