Administrative Assistant

4 weeks 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. Assist with receptionist duties, clerical functions, and coordination of activities for the Academic Senate committees. This position reports to the Associate Provost.

Key Responsibilities
  • Answer inquiries from students, faculty, staff, and the general public regarding established policies and procedures.
  • Coordinate activities with other departments.
  • Coordinate meetings, conferences, workshops, seminars, by scheduling facilities, preparing agendas, arranging for services and equipment, and taking meeting minutes.
  • Work with confidential documents and confidential issues.
  • Establish and maintain physical and electronic filing and record-keeping systems.
  • Independently answer routine correspondence. 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. Train and direct lower-level non-bargaining unit clerical employees.
  • Perform any/all duties as defined in the Secretary, Level 1 and Level 2 position descriptions.
  • Assist with processing curriculum proposals and maintain curriculum proposal documents and software.
  • 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.
  • Carries 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 (two years part-time is equivalent to one year full-time).
  • Demonstrated experience with Microsoft Office products, Adobe, virtual meeting platforms (i.e. Zoom and/or Teams) and excellent communication skills.
  • Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
  • Handle confidential materials.
  • Work effectively as a member of a team and demonstrate effective interpersonal skills in working with others.
  • Be tactful, professional, and courteous at all times.
  • Communicate effectively with a variety of students, faculty, staff, and visitors in a variety of situations.
  • Input, retrieve, download, merge and output information from software programs and systems.
  • Interpret student/faculty/staff problems and direct them to the proper resource.
  • Operate a variety of office machines and equipment such as computer, facsimile, multi-line telephone, copier, and calculator to include making minor adjustments (requires some mechanical aptitude).
  • Perform basic mathematical operations with accuracy.
  • Plan, organize and make sound judgments and decisions.
  • Supervise, direct and train others in the performance of the characteristic duties.
  • Use computer software such as word processing, spreadsheets, databases, Adobe, and proprietary products.
  • Utilize the rules of proper grammar, correct spelling and punctuation, and correct arrangement of information.
Preferred Qualifications
  • Preferred work experience to include bookkeeping, desktop publishing, website maintenance, managing multiple inboxes/calendars, recording meeting minutes, event planning, negotiating contracts and working with entertainment/promotional companies and speakers.
Required Documents
  • Cover Letter
  • Resume
  • Unofficial Transcript 1

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