Indispensable and yet not visible enough

Vorsitzende des Netzwerks Hochschulsekretariat Petra Kauschke und Sabine Leukel

Petra Kauschke (left) and Sabine Leukel are involved in the university secretariat network.

Secretaries are often the first point of contact, organizing and coordinating, writing and calculating, procuring, booking, mediating, sending. The secretaries at the University of Siegen have a wide range of tasks. This makes the work exciting, but also challenging. In the University Secretariat Network, female colleagues (currently only women work in the secretariats at the University of Siegen) are committed to a good exchange of information and greater visibility.

The University Secretariat Network has existed at the University of Siegen since 2013. Birgit Hoffmann has been at the head of the network since it was founded. After 35 years as a secretary, she has now retired. Birgit Wichmann, who has also been involved in the management of the network since it was founded, put her voluntary work on hold due to her new duties in the Rector's Office. The management team has been reorganized with Petra Kauschke and Sabine Leukel (both from Schools IV). "We would be delighted if we could further strengthen the exchange between the secretaries," both emphasize. Although numerous colleagues are registered in the network, there are many "lone wolves" in the large and ramified university system who cannot always be clearly assigned to a secretariat. "We would also like to address them," says Sabine Leukel.

The next opportunity to do so will be at an event on November 5 at the Lower Castle Campus. "We don't just want to get into conversation, but also collect topics and address points that are particularly important for secretaries," emphasizes Petra Kauschke. These include the use of digital tools, further training opportunities, updating the job description and adjusting salaries. After all, modern secretaries no longer have anything to do with the dusty anteroom cliché. "I've been at the university for over 16 years," says Sabine Leukel. "The generation of secretaries before me still worked with steno pads and typewriters. Today, the tasks are completely different and much more extensive. We have to be just as up to date with digitalization as we do with personnel issues or project guidelines." If a parcel needs to be sent to China, a hotel needs to be found for visiting scientists, contracts need to be prepared or an event needs to be organized - the secretary is asked. "A wealth of knowledge is required to do the job of secretary well," adds Petra Kauschke. This is often not recognized. That's why both the nationwide organization "FairNetztEuch!" and the Siegen Network of University Secretaries are discussing adapting the job title to the reality of the job description, for example "scientific support assistant". "For many people, this better reflects their day-to-day work," says Petra Kauschke.

She and Sabine Leukel would like the work of the network to be spread across as many shoulders as possible. For the future, they are planning one event per semester, with an agenda and a speaker. Perhaps this could then lead to further, smaller meetings at individual campus locations so that the secretaries - including the many part-time employees - can stay in touch. "Processes and guidelines are changing, technical tools are becoming more effective, but also more complex, and the secretariat needs to have knowledge about all of this, even if it doesn't need to be called up every day," says Petra Kauschke. "It's good to know which colleague you can ask in a specific case."

The network is already a kind of multiplier for innovations, regardless of whether they are technical or administrative issues. "We want to know where things are going wrong so that we can help each other." This is also important for new secretaries, who are welcomed by the university secretariat network and whose start at the university is made easier with tips and contacts.

Sabine Leukel and Petra Kauschke are hoping for a great response at the meeting on November 5: "The more colleagues there are, the greater our visibility and standing."

Anyone who has suggestions and ideas for the exchange of experiences within the university secretariat network is welcome to send an email to: netzwerk.hochschulsekretariat@uni-siegen.de or contact Petra Kauschke (0271 740-2384) or Sabine Leukel (0271 740-2783) directly. Further information can also be found in the university's further education offers.