Senior Secretary

About the role

South Dakota State University’s Department of Civil and Environmental Engineering is seeking a dependable and detail-oriented Senior Secretary to provide administrative support for the department head, faculty, staff, and students. This position helps keep daily operations running smoothly by assisting with scheduling, record keeping, communications, and event coordination. The ideal candidate will be organized, approachable, and able to manage a variety of tasks in a busy academic environment. SDState is the state’s largest, most comprehensive university with over $94 million annual research expenditures, more than 200 academic programs and an enrollment of approximately 12,000 students. The university is part of a dynamic community for families, students, young professionals, and retirees, which offers an abundance of attractions and activities. The Department of Civil and Environmental Engineering is one of six departments in the Jerome J. Lohr College of Engineering, serving over 500 undergraduate and graduate students. Located in historic Crothers Engineering Hall, the department offers B.S., M.S., and Ph.D. degree programs in mechanical engineering, B.S. degree program in healthcare systems engineering, and minor programs in aerospace engineering, biomedical engineering, and sustainable energy system. This position is located in Brookings, South Dakota. Must be authorized to work in the U.S. Sponsorship is not available for this position.

Responsibilities

• Coordinate schedules and help maintain accurate departmental records and databases.
• Oversee purchasing, invoices, and office supply orders to keep daily operations running smoothly.
• Assist department leadership with departmental budget planning, monitoring, and management.
• Provide friendly, reliable administrative support to faculty, staff, and students.
• Day-to-day administrative functions helping to ensure compliance with department, college and university policies and procedures.
• Help plan and organize departmental meetings, events, and student visits.
• Support position searches by coordinating materials and communication.
• Maintain up-to-date website content and assist with departmental communications.
• Arrange travel and logistics for faculty, guests, and departmental visitors.

Requirements

• Knowledge of general office practices and procedures.
• Knowledge of basic budgeting, accounting, and purchasing processes.
• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong business English skills, including grammar, spelling, and punctuation.
• Familiarity with modern office equipment and software applications.

Skills

• Ability to manage multiple priorities and prioritize work to meet competing deadlines.
• Capable of working both independently and as part of a team.
• Skill in following program guidelines and office procedures accurately.
• Aptitude for keeping records and files updated and accurate while maintaining confidentiality.
• Clear and professional communication in person, by phone, and in writing.
• Ability to work effectively with faculty, staff, students, and visitors.
• Strong attention to detail, completing tasks with accuracy through organization and problem solving.

Benefits

• Medical, dental, and flexible benefits.
• Retirement plans and compensation packages.
• Paid holidays and vacation leave.
• Generous retirement plan with 6% matching, 10 hours of annual leave each month, 9.34 hours of sick leave each month, and eleven paid holidays.
• Access to internal and state-sponsored training.
• Reduced tuition for state-supported courses at all State of South Dakota academic institutions.
• Relocation benefits available per university guidelines.