Job Description

Title: Division Secretary

Department: School of Healthcare Professions

This position provides coordination, support, and assistance to the Academic School’s dean, faculty, and staff.

Job Duties

• Monitor and respond to emails in a timely manner, including correspondence from faculty, students, vendors, Student Services, Records, the Business Office, Accounts Payable, and other departments.
• Enter and maintain schedules for all Healthcare Professions programs, making adjustments as needed. Responsibilities include building courses, adding classes, entering faculty load and release time, and applying required fees.
• Prepare travel authorizations, travel claims, budget revision requests, and other required forms; assist with advisory committee meetings, program interviews, accreditation self-studies, site visits, and related activities.
• Submit requisitions for academic and office equipment and supplies; verify receipt of materials, obtain appropriate approval signatures on invoices, and forward invoices to Accounts Payable for processing.
• Assist with preparing and tracking affiliate agreements between Jackson State and multiple clinical affiliates, including monitoring renewal requirements.
• Assist with student registration, academic advising, and generating reports for the Academic School as needed.
• Assist with gathering information required to complete and submit applications in compliance with college and Healthcare Professions program requirements.
• Serve as receptionist for the Academic School by answering phones, greeting visitors, and providing general administrative support as assigned.

Minimum Qualifications

• High school diploma or equivalent

Preferred Qualifications

• CPS certification
• Associate's Degree

Knowledge, Skills, and Abilities

• Ability to work effectively with others
• Strong computer skills with the ability to learn new software quickly
• Excellent written and verbal communication skills
• Basic mathematical skills
• Strong reasoning and decision-making abilities, including applying relevant policies, procedures, guidelines, and regulations to perform complex tasks

Physical Demands / Working Conditions

• Prolonged periods of sitting at a desk and working on a computer
• Prolonged periods of standing at times
• Prolonged screen time
• Must be able to lift up to 25 pounds at times

Pay Rate: $32,519 - $39,022 (Annual salary depending on eligible experience, which is defined by the current compensation plan.)

Position Close Date: Open until filled. For best consideration, please apply by, 03/26/2026

Special Instructions to Applicants:

To be considered for this position, you must submit an application. Prior applications will not be used to fill this vacancy.

A completed satisfactory background check will be required before hire.