Sr. Administrative Secretary - School of the Built Environment
Bowling Green State University
Salary: $20.83 - $22.76 Hourly Job Type: Full-Time Division: Col of Technology Adm Opening Date: 08/28/2024 Location: Main Campus (BG), OH Job Number: BGSU00540 Department: Col of Technology Adm Closing: Continuous
Summary
Provides high level administrative support to the Director of the School of the Built Environment. Relieves the Director of non-routine administrative tasks, many of them confidential in nature. Serves as liaison between the senior administrator and subordinates/others. Prepares written and oral communications. Maintains and monitors the senior administrator's calendar/schedule. Researches and provides information to the Director.
Essential Functions
Independently relieves the Director of nonroutine administrative tasks and serves as liaison for the administrator with faculty, staff and others. Assumes responsibility for the relative day-to-day office operations, including preparing correspondence, greeting visitors and directing incoming mail and phone calls.
Greet visitors and answer telephone. Make appointments for Director and coordinate meetings. Act as liaison between Director, faculty, other administrators, and internal/external contacts. Screen for possible issues and discuss with Director.
Develops, translates, or independently composes correspondence. Reviews documents and composed materials and correspondence prior to printing and mailing. Communicates decisions and directives to staff.
Preserves and maintains sensitive documentation and archives as appropriate. Researches information and provides to college departments and/or administrator(s).
Discreetly screens and handles confidential and sensitive phone calls and independently resolves complaints or redirects to appropriate parties, if necessary. Works closely with staff from other University offices (e.g., President and Provost office, General Counsel, other College Dean's offices, etc.).
Track School budgets and PCard transactions. Create requisitions, invoices, receipts, and transfers in the university's financial management system (FMS).
Assist Director in course schedule development. Work to resolve time and room conflicts in schedule. Cancel classes or request new sections. Monitor the wait list for closed classes. Complete book orders online and request desk copies. Create and maintain independent study and special needs courses each semester for undergraduate and graduate students.
Attend faculty meetings, board meetings and other department/school-related meetings and record and distribute minutes and agendas (as needed), send to faculty via email and post as needed.
Initial contact with potential graduate students in the school. Compose emails, create admission files, register graduate students for classes. Create independent study courses as needed. Assist with questions from graduating students to postgraduate students. Work with all college graduate students on GSO (Graduate Student Orientation) activities. Prepare Graduate Assistance contracts and coordinate with GA's regarding their assignments.
May coordinate student employment for the office. Monitors student employment budget.
Orders parking, identification, keys, alarm codes, name tags and signage for new staff.
Coordinates the director's calendar and schedules appointments. Researches and generates reports for the Directors' meetings. Coordinates meeting arrangements and communicates information to others as appropriate. Plans executive meetings, records minutes and assembles and distributes agendas. Coordinates and/or assists with a variety of college events.
May provide work direction to other staff.
Supervise any student clerical assistant if available in daily routine of the office, duplication of syllabi, exams/quizzes, class handouts, distribution of student evaluations, faculty grids and advising times. Hire and approve student time sheets.
Open and close department office at university-appointed times.
Support the school in fulltime faculty and adjunct faculty hiring processes, including coordination of candidate Interviews/Visits as needed.
Interact with, and support other college staff as needed, and Deans.
Perform other duties as assigned by supervisor.
Serves on various committees.
Prepare forms for merit and tenure and promotion review.
Order and maintain office/computer supplies, request service for copier/printer, laptops, and projectors.
Work with new full and part-time faculty in setting up offices (telephone, email, keys, etc.). Inform them of office policies, forms, copying, and final exam schedule.
Support student groups in the School with activities and events. Order supplies, food, vans, hotels. etc. for student group activities as they arise.
Perform other duties as assigned by supervisor.
This list of essential duties, tasks, and responsibilities is not all-inclusive; individual will perform other related duties as assigned.
Minimum Qualifications
Experience
One to two years related experience required; must include progressive administrative experience
Education
High school diploma or GED required
Additional Information
Essential Competencies
Knowledge of basic mathematical skills
Knowledge of basic reading skills
Ability to carry out verbal and/or written instructions
Ability to effectively communicate, verbally and written
Detailed oriented and highly accurate
Ability to work in changing environment
Ability to work effectively in a team environment
Ability to interact effectively with students, faculty and/or staff or the public and represent BGSU appropriately
Ability to coordinate or lead others in accomplishing work activities
Knowledge of computer skills, such as MS Office, presentations, spreadsheets and/or database entry/query
Ability to query, run reports and modify data in financial systems
Ability to access and maintain document imaging systems, including scanning and filing documents
Ability to operate computers and peripheral equipment such as printers
Ability to draft office correspondence
Ability to effectively utilize audio/visual equipment
Required Documents to Upload to Application: Cover Letter and Resume
Deadline to apply: The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by 'XX date'.
Bowling Green State University is an Affirmative Action/Equal Opportunity Educator and Employer . We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans and persons with disabilities. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421 or email ohr@bgsu.edu.
To apply, please visit https://www.schooljobs.com/careers/bgsu/jobs/4638359/sr-administrative-secretary-school-of-the-built-environment