Admin Secretary

Title: Admin Secretary

Employee Classification: CS

Pay Grade: CS 06

Division: Academic and Student Affairs

Subdivision: Leadership and Counsel

Department: College of Education

Campus Location: Main Campus

General Summary

Provide secretarial services and administrative assistance to Dean, Executive Director, or equivalent-level administrator.

Principal Duties and Responsibilities

• Perform routine administrative details, compose interpretive correspondence, and coordinate office activities.
• Provide supervision and coordination of duties and work flow of office staff.
• Obtain and provide factual information requiring a knowledge of the policies and procedures of both the assigned and related work areas, and maintain unit accounting records and procedures.
• Coordinate intra-unit operations, procedures, and activities with other secretarial/clerical personnel to maintain consistency in the application of policies and procedures as related to assigned work area.
• Answer inquiries or complaints from faculty, staff, students, or guests.
• Collect and tabulate data for reports, records, or manuscripts.
• Abstract information from books, journals, reports, or other resource documents.
• Prepare periodic reports of account expenditures.
• Maintain unit or project grant and salary budget accounts, and journal and ledger systems, including posting and reconciling statements.
• Check and evaluate the performance of assigned personnel; and make authoritative recommendations with respect to performance evaluations, promotions, and other status changes.
• Maintain and approve unit current account expenditures.
• Interview, recommend hiring, and train secretarial/clerical personnel.
• Review and revise brochures, announcements, or other informational items concerning Department programs.
• Prepare periodic reports of account expenditures.
• Prepare time and room schedules, course announcements, and/or instructional materials.
• If applicable to area of assignment, adhere to any and all NCAA, Mid-American Conference and Eastern Michigan University policies, rules, regulations, and operational procedures.
• Perform related departmental duties, as required.

Minimum Qualifications:

Ability to read, write, interpret instructions, and perform basic arithmetic, typically acquired through the completion of a high school education, is necessary.

Four years of reasonable secretarial experience is necessary in order to prepare account reports, compose interpretive correspondence, and coordinate office activities.

Basic personal computing skills to utilize word processing and/or spreadsheet applications, and perform file management functions, are necessary. Knowledge of specific software applications utilized in the area of assignment may be desirable.

A specific typing speed may be required depending on department needs and it should be noted at time of posting.

Preferred Qualifications:

One year of experience, which provides knowledge of University policies, procedures, and regulations, is desirable.

Special Instructions:

The Department of Leadership and Counseling is an all graduate academic department primarily serving a highly professional population of adult learners. The administrative secretary is expected to perform accounts payable/receivable and reconciliation tasks of SSM (CONCUR), development, and restricted funds, as well as handle the operating budget, including faculty travel, requisitions, petty cash, mileage reimbursement, and purchase of supplies. A high level of technical aptitude is needed with skill in spreadsheet development, utilizing Excel. This role is responsible for set-up of scheduling and maintenance of course offerings in Banner. The role involves processing Graduate Associate/Doctoral Fellow electronic–Personnel Action Forms (PAFs), faculty compensation/PAF's, and part-time lecturers/FLAC is necessary. The position also involves processing overrides and permission to register for class. The role involves event planning and preparation, as well as responding to day-to-day department needs as they arise. Additionally, the role requires a high level of customer service, organizational, and prioritization skills, as well as the ability to work effectively with people across campus, including the Registrar's Office, Accounts Payable, Dean's Office, etc. Further, the CS must be committed to and enact the principles of diversity, equity, and inclusion.

Appointment Percentage:

100%

PI253383098