Senior Secretary

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Position Summary:

The College of Science at Florida Atlantic University is seeking a Senior Secretary in Boca Raton, FL.

The Senior Secretary position serves as the key point of contact to the Physics Department. This role by provides reception services, supports faculty, staff, students and visitors, while handling the daily operational tasks of the department. This position also assists with the annual operational budget, processing contracts, and overseeing tuition waivers, travel authorizations, reimbursements, purchase orders and invoices while ensuring confidentiality and maintaining records.

• Office Maintenance: updating semester documents (office hours, dept. directory, contact information), circulating and posting colloquium announcements, reviewing phone bills and payroll, maintaining office devices and office supply cabinet, ordering office supplies, ordering keys, filing. Keeping a Departmental key inventory. Maintaining outside hallway boards with updated information. Annual inventory of Department equipment.

• Support/Assist Department Faculty: making photocopies, sorting & distributing mail, room scheduling, book orders, sending faxes, writing memos & letters as needed, provide class rosters; assisting Chair with scheduling of semester classes; SPOT form distribution/collection; making travel reservations for faculty and guests.

• Reception: answering phones, providing information to students, faculty, and visitors; contacting various departments and offices on campus for follow-up, i.e. Purchasing, Controller's office, Payroll, Graduate College, etc.

• Graduate Student Applications: viewing and printing of incoming applications and supplements, student correspondence, sending of I-20s if necessary; facilitating new graduate students' arrivals. Working directly with the Faculty Member that holds the position of Physics Graduate Student recruiter and the Graduate College

• Special projects as assigned by Chair, Faculty, or Budget Coordinator. Time input. Proctoring make-up exams in office as requested by Faculty.

• Assist Department Budget Coordinator; back up in his/her absence.

• Campus errands and other job-related duties as assigned.

Minimum Qualifications:

High School diploma and 3 years of experience required. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Salary:

$17.50 - $19.00 Hourly.

College or Department:

COS: Physics

Location:

Boca Raton

Work Days and Hours:

Monday - Friday, 8 a.m. - 5 p.m.

Application Deadline:

2026-04-21

Special Instructions to Applicant:

VETERANS’ PREFERENCE:

Applicants may claim Veterans’ Preference on their application. The applicant claiming preference is responsible for providing required documentation at the time of making an application in Workday for a vacant position, or prior to the closing date of the vacancy announcement. If an applicant qualifies for Veterans' Preference and the SP position, they are shown preference by the guarantee of an interview. Veterans’ Preference does not guarantee a job. For additional information, please visit https://www.fau.edu/jobs/resources/veterans/. For assistance, please contact Recruitment Services at empl@fau.edu.


APPLICATION DOCUMENTS REQUIRED:
Resume
Cover Letter


OFFICIAL SEALED TRANSCRIPTS REQUIRED:
Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.

PRE-EMPLOYMENT SCREENINGS REQUIRED:
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.

REQUEST FOR ACCOMMODATIONS:
Individuals with disabilities requiring accommodations may contact the Office of Civil Rights and Title IX at 561-297-3004 or send an email at accommodate@fau.edu. To contact Human Resources, please call 561-297-3057. For communication assistance call 7-1-1.