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Ferris State University College of Business · 3 days ago

Secretary Level 3

Big Rapids, MI

Full-time

Onsite

Entry, Mid Level

$20.45/hr - $20.45/hr

2+ years exp

Ferris State University College of Business is committed to transforming lives through education, innovation, and opportunity. They are seeking a Secretary Level 3 to provide independent secretarial support to the Office of the Provost/Vice President for Academic Affairs and the Academic Senate, contributing to the university's core academic mission while supporting faculty leadership and student success.

Higher Education

Responsibilities

Answer or refer inquiries from students, faculty, staff, and the general public regarding established policies and procedures

Coordinate activities with other departments

Coordinate meetings, conferences, workshops, and seminars by scheduling facilities, preparing agendas, arranging for services and equipment, and taking meeting minutes

Work with a variety of 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 by the supervisor

Input, retrieve, download, and output information utilizing a computer to access various software programs and systems

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, reconciliations, and deposits

Prepare and maintain information such as emails, letters, memos, certificates, reports, timekeeping sheets, etc., using various computer technologies 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)

Cultivates an environment of belonging that values, respects, supports, and celebrates individual similarities and differences, allowing students, faculty, and staff to thrive authentically

Support, promote, and develop university student enrollment and retention initiatives

Make travel arrangements, process requisitions, and pay invoices

Maintain inventory and order supplies as needed

Any other duties assigned within the position classification area

Qualification

Microsoft OfficeVirtual meeting platformsCommunication skillsBookkeepingEvent planningTeamworkConfidentialityInterpersonal skillsOrganizational skills

Required

Satisfactory completion of two years college or equivalent such as military technical training or business/technical schooling

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, virtual meeting platforms (i.e. Zoom and/or Teams), and excellent communication skills

Office Environment

Bending

Moving

Reaching

Sitting

Twisting

Repetitive movement

Applicants must attach a copy of unofficial transcript of two years of college completion. If you do not have a college 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

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 practical 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

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

Preferred work experience to include bookkeeping, desktop publishing, website maintenance, managing multiple inboxes/calendars, recording meeting minutes, event planning, processing contracts, and working with entertainment/promotional companies and speakers