Departmental Secretary I

Departmental Secretary I

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Please see Special Instructions for more details.

Applicants chosen for an interview will be contacted to take Keyboarding, Microsoft Word and Excel tests in the Office of Human Resources prior to the scheduling of interviews. Candidates must pass all tests in order to be eligible for an interview.

This position is available to both internal and external applicants, however, only internal OCOPE members will considered during the first 10 business days, expiring 05/15/2026.

Posting Details

Announcement Information

Job Summary

The Department of Athletics and Physical Education at Oberlin College invites applications for the position of Departmental Secretary I. This is a full-time, 12-month Administrative Assistant position reporting to the Associate Director of Athletics.

Responsibilities

The incumbent will have the general responsibility for providing administrative support to the staff of the Athletics Department and for performing the following (but not limited to the following) specific duties.

Essential Job Functions

• Serve as the administrative assistant for the department; working at the front desk, greeting and responding to questions from faculty, staff, students and the general public about the department, sports, the building operations, and Oberlin in general. Be knowledgeable about the operation of the entire department and respond to requests for information or complaints concerning department procedures. Refer non-routine questions to the appropriate staff.
• Facilitate recreation membership registration.
• Assist in coordinating building supervision.
• Assist in coordinating and supervising work/study - student workers.
• Answer and screen phone calls, directing calls to the appropriate staff member.
• Schedule and organize facility use for athletic staff, faculty, students, and patrons.
• Schedule and organize the department van calendar. Manage the department van fleet.
• Provide administrative support to athletic administration, coaches, and staff.
• Monitor office equipment to ensure proper functioning; contact the appropriate agency for maintenance and repair.
• Maintain and order office supplies and equipment.
• Organize and maintain the department mailroom.
• Take, maintain, and distribute meeting minutes.
• Reconcile and submit expense reports for the Associate Vice President for Athletics Advancement and Delta Lodge Director of Athletics & Physical Education and the Senior Associate Director of Athletics.

Marginal Job Functions

• Other related duties as assigned.

Required Qualifications

High school diploma, 3-5 years office experience. Excellent written and verbal communications skills. Strong office methods, procedures and practices. Proficient in MS Word, Excel and website maintenance. Keyboard skills of 50 wpm.

Desired Qualifications Quick Link for Posting https://jobs.oberlin.edu/postings/17298 Compensation

This pay group 4 Administrative Assistant position is to be filled at an hourly rate of $22.86, or at the appropriate transfer rate for internal candidates and includes an excellent benefits package.

Special Instructions to Applicants

Applicants chosen for an interview will be contacted to take Keyboarding, Microsoft Word and Excel tests in the Office of Human Resources prior to the scheduling of interviews. Candidates must pass all tests in order to be eligible for an interview.

This position is available to both internal and external applicants, however, only internal OCOPE members will considered during the first 10 business days, expiring 05/15/2026.

Documents Needed to Apply

Required Documents

• Cover Letter
• Resume
• List of References

Optional Documents

• Letter of Reference1
• Letter of Reference2
• Letter of Reference3

Supplemental Questions

Required fields are indicated with an asterisk (*).