Secretary Level 3

6 days ago

Big Rapids, Michigan, United States Ferris State University Full time
Job Summary

Provide high-level administrative support to the Provost/Vice President for Academic Affairs and the Academic Senate. This role involves providing receptionist duties, coordinating activities, and delivering services for the Academic Senate committees. The successful candidate will have excellent communication skills, experience with Microsoft Office products, and the ability to work independently.

Key Responsibilities
  • Answer inquiries from students, faculty, staff, and the general public regarding established policies and procedures.
  • Coordinate activities with other departments and coordinate meetings, conferences, workshops, and seminars.
  • Work with confidential documents and confidential issues, establishing and maintaining physical and electronic filing and record-keeping systems.
  • Independently answer routine correspondence and draft non-routine correspondence for review and approval of supervisor.
  • Input, retrieve, download, and output information utilizing a computer to access various software programs and systems.
  • Interview, hire, train, and direct student employees, as well as train and direct lower-level non-bargaining unit clerical employees.
  • Perform bookkeeping/record-keeping/calculations for departmental budget expenditures, encumbrances, balances, and reconciliations, and deposits.
  • Prepare and maintain information such as emails, letters, memos, certificates, reports, time keeping sheets, etc., using various computer technology such as Microsoft Office Suite, Adobe, and proprietary software.
  • Research information as background for incoming and outgoing communications.
  • Provide back-up assistance for other clerical positions and perform routine office support duties.
  • Carry out supervisory responsibilities in accordance with University policies and applicable laws.
  • Maintain the confidentiality of designated information.
  • Reports to immediate supervisor(s).
  • Demonstrate an understanding of diversity, equity, and inclusion, especially in working relationships with students, faculty, staff, and community members.
  • Make travel arrangements, process requisitions, and pay invoices.
  • Maintain inventory and order supplies as needed.
  • Perform any other duties assigned within the position classification area.
  • Support, promote, and develop University student enrollment and retention initiatives.
Requirements
  • Two years full-time work experience or equivalent in a professional setting.
  • Demonstrated experience with Microsoft Office products, Adobe, virtual meeting platforms, and excellent communication skills.
  • Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
  • Ability to handle confidential materials.
  • Excellent interpersonal skills and ability to work effectively as a member of a team.
  • Ability to communicate effectively with a variety of students, faculty, staff, and visitors in a variety of situations.
  • Ability to input, retrieve, download, merge, and output information from software programs and systems.
  • Ability to interpret student/faculty/staff problems and direct them to the proper resource.
  • Ability to operate a variety of office machines and equipment.
  • Ability to perform basic mathematical operations with accuracy.
  • Ability to plan, organize, and make sound judgments and decisions.
  • Ability to supervise, direct, and train others in the performance of the characteristic duties.
  • Ability to use computer software such as word processing, spreadsheets, databases, Adobe, and proprietary products.
  • Ability to utilize the rules of proper grammar, correct spelling, and punctuation, and correct arrangement of information.
Preferred Qualifications
  • Bookkeeping, desktop publishing, website maintenance, managing multiple inboxes/calendars, recording meeting minutes, event planning, negotiating contracts, and working with entertainment/promotional companies and speakers.
How to Apply

Please submit a cover letter, resume, and unofficial transcript of two years of college completion. If you do not have a transcript, please write a justification explaining how your work experience is equivalent to the required education and attach that justification in lieu of the transcript.

The anticipated start date of this position is August 2024. However, this is an estimated date and can be revised if needed.

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