Secretary Level 2

$34,715 - $44,200/Yr

Ferris State University - Big Rapids, MI

Part-time,Full-time - Entry Level

Big Rapids, MI

Educational Services

About the position

The Secretary Level 2 position at Ferris State University is a full-time role located at the Main Campus in Big Rapids, MI. This position is designed to provide responsible and independent secretarial support within the established departmental policies and procedures of the CET Dean's Office. The individual in this role will be responsible for maintaining an inventory of needed equipment and materials, ensuring that the work area is kept clean, safe, and orderly. The position is classified as non-exempt under the Fair Labor Standards Act (FLSA) and is part of the Clerical-Technical Association (MEA-NEA) union group. The term of the position is for 12 months, and it operates under a just cause employment standard. The Secretary Level 2 will engage in a variety of essential duties and responsibilities, including answering inquiries from students, faculty, staff, and the general public regarding established policies and procedures. The role requires coordination of activities with other departments and special functions such as registration, recruitment activities, graduation, meetings, and workshops. The individual will also establish and maintain filing and recordkeeping systems, draft correspondence, and perform bookkeeping and recordkeeping tasks related to departmental budgets and employee assignments. The position demands proficiency in Microsoft Office products and the ability to communicate effectively with a diverse range of individuals. In addition to the core responsibilities, the Secretary Level 2 will be expected to demonstrate an understanding of diversity, equity, and inclusion in all interactions. The anticipated start date for this position is September 2024, and applicants are required to submit a cover letter, resume, and unofficial transcript as part of the application process.

Responsibilities

• Provide independent secretarial support within departmental policies and procedures.
• Maintain inventory of needed equipment and materials.
• Keep the work area clean, safe, and orderly.
• Answer or refer inquiries from students, faculty, staff, and the general public regarding established policies and procedures.
• Coordinate activities with other departments and special departmental functions such as registration and recruitment activities.
• Establish and maintain filing and recordkeeping systems.
• Independently answer routine correspondence and draft non-routine correspondence for supervisor's review.
• Input, retrieve, download, and output information utilizing various software programs and systems.
• Interview, train, and direct student employees.
• Perform bookkeeping and recordkeeping tasks related to departmental budget expenditures and reconciliations.
• Audit student scholastic records and check graduation applications.
• Plan expenses and monitor travel budget for staff and faculty.
• Prepare and maintain documents such as correspondence, memos, and reports using computer software.
• Research information for incoming and outgoing communications.
• Interface with campus lab safety officers for compliance.
• Maintain a storage inventory control system.
• Communicate with suppliers and vendors regarding purchases and safety recommendations.
• Deliver tools and materials as required.
• Design and implement recordkeeping and filing systems.
• Verify scheduling of course offerings and classrooms.
• Support university student enrollment and retention initiatives.

Requirements

• Satisfactory completion of two years of college or equivalent education.
• Two years of full-time work experience in an office setting with public contact and extensive customer service.
• Proficiency with Microsoft Office products (Word, Excel, Access).
• Ability to communicate effectively with a variety of students, faculty, staff, and visitors.

Nice-to-haves

• Experience working in a higher education office.
• Experience with bookkeeping and inventory management.
• Knowledge of HVACR materials and equipment.

Benefits

• Competitive salary based on experience and qualifications.
• Union representation through the Clerical-Technical Association (MEA-NEA).
• Opportunities for professional development and training.