Administrative Support Specialist

2 weeks ago

Big Rapids, Michigan, United States Ferris State University Full time
Position Title:
Secretary Level 2

Location:
Big Rapids (Main Campus)

Department:

CET Deans Office

Advertised Salary:
$21.25/hour. Hourly rate pursuant to the FSU and CTA/MEA-NEA Agreement

FLSA:
Non-Exempt

Temporary/Continuing:
Continuing

Part-Time/Full-Time:
Full-Time

Union Group:
Clerical-Technical Association (MEA-NEA)

Term of Position:
12 Month

At Will/Just Cause:
Just Cause

Summary of Position:
Deliver proficient and autonomous administrative assistance within the framework of established departmental guidelines. Oversee the inventory of essential equipment and supplies. Ensure the workspace is maintained in a tidy, secure, and organized condition.

Position Type:
Staff

Required Education:
Successful completion of two years of college or equivalent experience.

The qualifications outlined are indicative of the knowledge, skills, and/or abilities necessary. Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered. Equivalency for education is two years of full-time relevant work experience equating to one year of education.

Required Work Experience:
Two years of full-time work experience or equivalent (two years of part-time is equivalent to one year of full-time) in an office environment with public interaction and extensive customer service. Proficiency in Microsoft Office applications (Word, Excel, and Access).

Physical Demands:
  • Office Environment
  • Bending
  • Carrying
  • Moving
  • Reaching
  • Sitting
  • Twisting
  • Lifting
  • Pulling/Pushing
  • Repetitive movement
  • Standing
Additional Education/Experiences to be Considered:
Experience in a higher education office and with bookkeeping. Familiarity with purchasing or inventory management. Knowledge of HVACR materials and equipment.

Essential Duties/Responsibilities:
Respond to or redirect inquiries from students, faculty, staff, and the general public regarding established policies and procedures.

Coordinate activities with other departments.

Organize special departmental events such as registration, recruitment activities, graduation, meetings, conferences, workshops, seminars, athletic and fundraising events by scheduling facilities, preparing agendas, and arranging for services and equipment.

Establish and maintain filing and recordkeeping systems.

Independently respond to routine correspondence and draft non-routine correspondence for supervisor review and approval.

Input, retrieve, download, and output information using various software programs and systems.

Interview, train, and supervise student employees.

Perform all duties as outlined in the Secretary Level 1 position description.

Conduct bookkeeping and recordkeeping tasks for employee assignments, faculty load reports, departmental budget expenditures, encumbrances, balances, reconciliations, and deposits.

Audit student academic records, verify graduation applications, and determine honor status.

Plan expenses and monitor travel budgets for staff and faculty.

Prepare and maintain information for documents such as correspondence, memos, reports, etc., using software for word processing, spreadsheets, databases, and file management.

Research information to support incoming and outgoing communications.

Collaborate with campus lab safety officers for building and lab compliance.

Maintain a storage inventory control system.

Communicate with suppliers, vendors, and sales representatives regarding costs and delivery of purchased items and/or potential donations. Make safety recommendations as needed.

Deliver tools and materials as required.

Design, maintain, and implement recordkeeping and filing systems, including pending actions files.

Verify scheduling of course offerings, classrooms, and laboratories.

Demonstrate an understanding of diversity, equity, and inclusion, particularly in interactions with students, faculty, staff, and community members.

Perform any other duties assigned within the position classification area.

Marginal Duties/Responsibilities:
Reports to immediate supervisor.

Skills and Abilities:
Will serve programs as needed within the College of Engineering Technology.

Attend meetings and conferences in the absence of the supervisor.

Provide backup assistance for other clerical positions and perform routine office support duties.

Communicate effectively with a diverse range of students, faculty, staff, and visitors in various situations.

Input, retrieve, download, merge, and output information from software programs and systems.

Interpret student issues and direct them to the appropriate resources.

Operate various office machines and equipment, including computers, multi-line telephones, copiers, printers, fax machines, and calculators, making minor adjustments as necessary.

Perform basic mathematical operations accurately.

Plan, organize, and make sound judgments and decisions.

Utilize computer software for word processing, spreadsheets, and databases.

Apply proper grammar, correct spelling, punctuation, and logical arrangement of information.

Experience working directly with individuals from diverse racial, ethnic, and socioeconomic backgrounds.

Required Documents:
  • Cover Letter
  • Resume
  • Unofficial Transcript 1
Optional Documents:

Special Instructions to Applicants:
Applicants must attach a copy of an unofficial transcript showing satisfactory completion of two years of college coursework if applicable. If a transcript is unavailable, please provide a justification explaining how your work experience is equivalent to the required education and attach that justification in lieu of the transcript.

EEO Statement:
Ferris State University, an Affirmative Action/Equal Opportunity employer, is committed to enhancing equity, inclusion, and diversity within its community. Ferris offers employment opportunities to qualified candidates seeking careers in a student-focused environment that values opportunity, collaboration, diversity, and educational excellence. Learn more about the Ferris Mission and community at The University actively seeks applications from women, minorities, individuals with disabilities, veterans, and other underrepresented groups. For more information on the University's Policy on Non-Discrimination, visit: Ferris Non-Discrimination Statement.

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