Secretary Level 2 - Big Rapids, United States - Ferris State University

Description

Provide responsible, independent secretarial support within established departmental policies and procedures.

The anticipated start date for this position is March 2024. However, this is an estimated date and can be revised.

Position Type:

Staff Required Education:
Satisfactory completion of two years college coursework or equivalent.

The requirements listed are representative of the knowledge, skill, and/or ability required. Any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities may be considered. Equivalency for education is two years of full-time related work experience equals one year of education.


Required Work Experience:

Two years full-time work experience or equivalent (two years part-time is equivalent to one year full-time) in an office setting with public contact and extensive customer service.

Proficiency with Microsoft Office products (Word, Excel, and Access).


Required Licenses and Certifications:

Physical Demands:

• Office Environment
• Bending
• Carrying
• Moving
• Reaching
• Sitting
• Twisting
• Balancing
• Pulling/Pushing
• Repetitive movement
• Standing

Additional Education/Experiences to be Considered:
Experience working in a higher education office.

Experience with bookkeeping and supervisory responsibility


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

Assist students with registration, drops and adds.

Coordinate activities with other departments.

Coordinate special departmental functions such as recruitment activities, graduation, meetings, conference, 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 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 position description.

Perform bookkeeping/recordkeeping/calculations for such things as employee assignments, faculty load report, departmental budget expenditures, encumbrances, balances and reconciliations, and deposits.

Perform duties related to auditing student scholastic records, assist student advisors with graduation applications, determining honor status.

Plan expenses and monitor travel budget for staff, faculty and athletic teams.

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

Research information as background for incoming and outgoing communications.

Train clerical bargaining unit members in the characteristic duties.

Verify scheduling of course offerings, classrooms, and laboratories.

Carry out supervisory responsibilities in accordance with University policies and applicable laws.

Maintain the confidentiality of designated information.

Reports to immediate supervisor.

Demonstrates an understanding of diversity, equity, and inclusion, especially working relationships with students, faculty, staff and community members.

Will serve programs as needed within the College of Engineering Technology.

Any other duties assigned within the position classification area


Marginal Duties/Responsibilities:
Attend meetings and conferences in absence of supervisor.

Provide back-up assistance for other clerical positions and perform routine office support duties.

Skills and Abilities:
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 problems and direct students to the proper resource.

Operate a variety of office machines and equipment such as computer, typewriter, facsimile, dictation equipment, multi-line telephone, copier, calculator, and stencil cutter, 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, and database.

Utilize the rules of proper grammar, correct spelling and punctuation, and correct arrangement of information.

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


Required Documents:

• Cover Letter
• Resume
• Unofficial Transcript 1

Optional Documents:

Special Instructions to Applicants: Unofficial Transcript 1 (REQUIRED): Applicants must attach a copy of unofficial transcript showing satisfactory completion of two years college coursework if applicable.

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.

Transcript must include:
Institution name, applicant name, date degree attained, degree awarded. Finalist will be required to submit an official transcript.


Initial Application Review Date:
April 1, 2024 Open Until Position is Filled?: Yes Posting Close Date:

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 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.