Administrative Secretary to the Dean

Apply now Job no: 494863
Work type: Staff
Location: Big Rapids, MI 49307
Categories: Administrative, Clerical

Position Title: Administrative Secretary to the Dean  
Location: Big Rapids (Main Campus)  
Department:

40000 - EIO BR Admin

 
Advertised Salary: Salary commensurate with education, experiences and other requirements. Comprehensive benefit package (health care, vacation, etc.)  
FLSA: Non-Exempt  
Temporary/Continuing:  Continuing  
Part-Time/Full-Time: Full-Time  
Union Group: N/A  
Term of Position: 12 Month  
At Will/Just Cause: Just Cause  
Summary of Position: Provide responsible, independent and complex secretarial and accounting services to the Dean and the unit. Produce budgetary analysis, account reconciliation, expense processing, reports, invoicing and deposits, and make recommendations to the Dean. Provide assistance in facilitating direction of the departments within the unit. Communicate effectively, both orally and in writing, to internal and external constituents. Regularly work with sensitive and confidential information. Responsible for training and supervising assigned staff.  
Position Type: Staff  
Required Education: Bachelor’s degree in business or closely related field or equivalent combination of education and work experience.

Equivalency for education is two years of work experience equals one year of education.
 
Required Work Experience: Three years full-time (or equivalent) experience performing progressively advanced secretarial or accounting duties in an office environment. Equivalency for part-time work experience would be 6 years. Proficiency with computer applications such as Microsoft Office. Demonstrated ability to communicate effectively both orally and in writing.  
Required Licenses and Certifications:    
Physical Demands:
  • Office Environment
  • Bending
  • Carrying
  • Moving
  • Reaching
  • Sitting
  • Twisting
  • Lifting
  • Pulling/Pushing
  • Repetitive Movement
  • Standing
 
Additional Education/Experiences to be Considered: Bachelor’s degree in finance, accounting or other closely related field. Experience in high level accounting, finance, or budgeting. Experience analyzing a wide variety of data. Prior work experience in higher education. Previous supervisory experience. Experience working with accounting, budgets and data analysis. Previous work experience with computerized accounting systems.  
Essential Duties/Responsibilities: Manage and coordinate the function of the dean’s office. Perform routine office procedures such as scheduling and maintaining calendars, coordinating events, processing travel requests and reports, preparing employment assignment forms, maintaining unit personnel records, and supporting projects requested by the dean.
Answer routine correspondence and inquiries from faculty, staff, students, Ferris offices, other unit stakeholders and the public regarding information and established policies and procedures. Refer inquires to appropriate office as necessary.
Prepare for and record minutes of meetings as directed.
Draft non-routine correspondence for review and approval by the dean.
Assist the dean in maintaining deadlines as mandated by the president’s and provost’s offices.
Draft, proofread and edit documents, policies, procedures, correspondence, and other materials.
Coordinate and maintain communications across the unit’s primary constituents.
Establish and maintain filing systems for all digital and hard copy documents including correspondence and financial documentation.
Support the unit’s staffing and personnel functions, including position control and budgets. Provide secretarial support to search committees as needed.
Process Personnel Action Forms (PAF’s).
Research, monitor, analyze, and interpret complex financial data, reports, and records on general and non-general fund accounts/budget accounts. Make recommendations based on data and act as authorized.
Maintain and monitor all general and non-general fund account and budget records.
Prepare and process documents such as purchase orders, equipment and supply requisitions, payment vouchers, and travel related documents.
Assemble data from records and prepare reports, lists, charts, tables, and accounts and billings for internal and external use.
Guide all department personnel regarding current procedures and policies.
Responsible for the hiring, training, and supervision of assigned staff and students.
Serve on various position-related committees.
Demonstrate an understanding of diversity, equity, and inclusion, especially in working relationships with students, faculty, staff and community members.
Perform all duties in compliance with applicable university policies and procedures and state and federal requirements.
Maintain the confidentiality of designated information and sensitive matters.
Perform routine functions generally accomplished by other employees in their absence.
Any other duties assigned within the position classification area.
Reports to the Dean.
 
Marginal Duties/Responsibilities: Serve on committees and task forces at the University.
Participate in relevant professional development and training activities.
Meet and collaborate with others to promote consistency, operational efficiencies, best practices, and good communications.
 
Skills and Abilities: Communicate and work effectively with a diverse population of students, faculty, staff, visitors, and external audiences in various situations, both orally and in written form.
Maintain budget materials; requires math and organizational skills.
Demonstrate commitment, experience and understanding for diversity, equity, and inclusion.
Work directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
Handle confidential material with discretion.
Interpret faculty, staff, and student problems and direct them to the proper resource.
Plan, organize, and make sound judgments and decisions.
Operate a variety of standard office machines and equipment such as computers, calculators, scanners, multiline telephones, and copiers.
Use computer software, including word processing, spreadsheets, databases, electronic mail, and enterprise applications.
Utilize the rules of proper grammar, correct spelling and punctuation, and correct arrangement of information.
 
Required Documents:
  • Resume 
  • Cover Letter
 
Optional Documents:
  • Unofficial Transcript 1
 
Special Instructions to Applicants: Unofficial Transcript 1 (OPTIONAL): Applicants who have completed college coursework or attained a degree must attach a copy of unofficial 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:
June 27, 2022  
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 at ferris.edu. 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.  
     
     

Advertised: Eastern Daylight Time
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