| Position Title: |
Secretary Level 2 |
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| Location: |
Big Rapids (Main Campus) |
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| Department: |
43700 - Ferris State University Seminar
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| Advertised Salary: |
$16.69 - $21.25 per hour. Hourly rate pursuant to the FSU and CTA/MEA-NEA Agreement. |
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| FLSA: |
Non-Exempt |
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| Temporary/Continuing: |
Continuing |
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| Part-Time/Full-Time: |
Full-Time |
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| Union Group: |
Clerical-Technical Association (MEA-NEA) |
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| Term of Position: |
12 Month |
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| At Will/Just Cause: |
Just Cause |
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| Summary of Position: |
Provide basic, routine secretarial support by performing a combination of receptionist, bookkeeping, typing and clerical duties.
The anticipated start date of this position is April 2024. However, this is an estimated date and can be revised if needed.
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| Position Type: |
Staff |
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| 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. |
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| Required Work Experience: |
Two years full-time secretarial work experience to include bookkeeping, supervisory responsibility, and public contact.
Two years part-time is equivalent to 1 year full-time. |
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| Required Licenses and Certifications: |
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| Physical Demands: |
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| Additional Education/Experiences to be Considered: |
Proficient in the use of an electronic student records system.
Proficiency with software applications such as Microsoft Office (Word, Excel, Powerpoint, Access).
Preferred: Completion of three years of college and advance bookkeeping skills. |
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| Essential Duties/Responsibilities: |
Essential Duties:
1. Perform any/all duties as defined in the Secretary Level I position description.
2. Provide support to the Director of Student Academic Affairs, TIP, FSUS, etc.
3. Independently answer routine correspondence and draft non-routine correspondence for review and approval of supervisor.
4. Answer or refer inquiries from students, faculty, staff, and the general public regarding established policies and procedures.
5. Research information as background for incoming and outgoing communications.
6. Prepare and maintain information for such documents as correspondence, memos, reports, etc. using computer software such as word processing, spreadsheet, database and file management.
7. Input, retrieve, download and output information utilizing a computer to access various software programs and systems.
8. Establish and maintain filing and record-keeping systems.
9. Prepare student files and assist with orientation/registration sessions.
10. Assist students with registration, course withdrawals, and advising holds.
11. Perform duties related to auditing student scholastic records, and determining students’ academic status (honors, probation, dismissal, etc.).
12. Input and verify scheduling of course offerings, and classrooms, and laboratories for academic courses/offerings.
13. Input student transcripts in records system and forward course information to appropriate departments for evaluation when necessary.
14. Communicate with faculty and students regarding services related to programs.
15. Coordinate special departmental functions such as recruitment activities, meetings, conferences, workshops, seminars, and fund-raising events by scheduling facilities.
16. Prepare reports for and attend meetings as needed.
17. Coordinate activities with other departments.
18. Perform bookkeeping/record-keeping/calculations for such things as departmental budget expenditures, balances, reconciliations, deposits, and overload compensation filings.
19. Plan expenses and monitor travel budget/paperwork as needed.
20. Interview, hire, train, and provide performance feedback and coaching to direct student employees.
21. Maintain and order supplies
22. Any other duties assigned within the position classification area.
Responsibilites:
1. Carries out these responsibilities in accordance with University policies and applicable laws.
2. Maintain the confidentiality of designated information.
3. May train and direct the work of adult part-time, student, and lower level non-bargaining unit clerical employees.
4. Reports to immediate supervisor as assigned.
5. Demonstrates an understanding of diversity, equity, and inclusion, especially in working relationships with students, faculty, staff and community members. |
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| Marginal Duties/Responsibilities: |
1. Provide back-up assistance for other clerical positions and perform routing office support duties.
2. Attend meetings and conferences in absence of supervisor.
3. Participate as a member of committees and working groups within the college.
4. Contribute at the college and university level to help advance priorities, including, but not limited to, the university strategic plan, the academic master plan, and the DEIB strategic plan. |
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| Skills and Abilities: |
1. Operate a variety of office machines and equipment such as computer, copier, multi-line telephone, fax machine, etc. to include making minor adjustments (requires some mechanical aptitude).
2. Use computer software such as word processing, spreadsheets, and database.
3. Utilize the rules of proper grammar, correct spelling and punctuation, and correct arrangement of information.
4. Perform basic mathematical operations with accuracy.
5. Input, retrieve, download, merge and output information from software programs and systems.
6. Plan, organize and make sound judgments and decisions.
7. Communicate effectively with a variety of students, faculty, staff, and visitors in a variety of situations.
8. Interpret student problems and direct students to the proper resource.
9. Supervise, direct and train others in the performance of characteristic duties.
10. Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds. |
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| Required Documents: |
- Cover Letter
- Resume
- Unofficial Transcript 1
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| Optional Documents: |
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| Special Instructions to Applicants: |
Unofficial Transcript 1 (REQUIRED): Applicants must attach a copy of unofficial transcript of any completed college coursework or attained a degree 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 awared (if applicable). Finalist will be required to submit an official transcript. |
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Initial Application Review Date:
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03/11/2024 |
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| Open Until Position is Filled?: |
Yes |
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Posting Close Date:
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| 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. |
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