Secretary Level 3

Apply now Job no: 496313
Work type: Staff
Location: Big Rapids, MI 49307
Categories: Staff, Clerical

Position Title: Secretary Level 3  
Location: Big Rapids (Main Campus)  

31000 - Academic Affairs

Advertised Salary: $19.05 - $24.26, 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: Provide responsible independent secretarial support for the offices of the Provost/Vice President for Academic Affairs and the Academic Senate. Provide receptionist duties and support to the VPAA office and staff. Additionally, perform clerical functions to support the Academic Senate Secretary, assist in the coordination of activities and the delivery of services for the Academic Senate committees. This position reports to the Associate Provost.  
Position Type: Staff  
Required Education: Satisfactory completion of two years college or equivalent such as military technical training or business/technical schooling.

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 work experience equals one year of education.

Required Work Experience: 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.

Required Licenses and Certifications:    
Physical Demands:
  • Office Environment
  • Bending
  • Sitting
Additional Education/Experiences to be Considered: 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.

Essential Duties/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, 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 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.
Marginal Duties/Responsibilities:    
Skills and Abilities: 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.
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 of two years of college completion. 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 (if applicable).

The anticipated start date of this position is August 2024. However, this is an estimated date and can be revised if needed.
Initial Application Review Date:
July 9, 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 at The University actively seeks applications from women, minorities, individuals with disabilities, veterans, and other underrepresented groups. For more information on the University‚Äôs Policy on Non-Discrimination, visit: Ferris Non-Discrimination Statement.  

Advertised: Eastern Daylight Time
Applications close:

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