Secretary Level 2

Ferris State University•Big Rapids, MI

4d•Onsite

About The Position

The College of Engineering Technology is seeking a highly organized, service-oriented professional to provide responsible, independent secretarial and administrative support within established college and university policies and procedures. This position serves as an important point of contact for students, faculty, staff, university departments, and the general public. The successful candidate will demonstrate excellent communication and organizational skills, attention to detail, initiative, professionalism, and the ability to manage multiple priorities in a fast-paced academic environment. While the position is based within and coordinated through the Dean’s Office, it provides administrative and student support to multiple academic programs across the college. Program assignments and priorities may vary based on operational needs, enrollment, staffing, and college initiatives. This structure promotes consistent service, collaboration, cross-training, and flexibility while ensuring that students, faculty, and programs receive responsive support.

Requirements

Satisfactory completion of two years of college or equivalent.
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 full-time related work experience equals one year of education.
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 problems and direct students to the proper resource.
Operate a variety of office machines and equipment such as computer, multi-line telephone, copier/printer/fax machine, 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.
Use computer software such as word processing, spreadsheets, and database.
Utilize the rules of proper grammar, correct spelling and punctuation, and correct arrangement of information.
Demonstrated successful experience working directly with people from diverse backgrounds, including cultural, educational, socioeconomic, and life experiences.

Nice To Haves

Experience working in a higher education office and with bookkeeping.

Responsibilities

Answer or refer inquiries from students, faculty, staff, and the general public regarding established policies and procedures.
Assist students with registration, drops, and adds.
Coordinate activities with other departments.
Coordinate special departmental functions such as recruitment activities, graduation, meetings, conference, workshops, seminars, athletic and fundraising events, by scheduling facilities, preparing agendas, and arranging for services and equipment.
Establish and maintain filing and recordkeeping 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 and recommend for hire, train, and direct student employees.
Perform any/all duties as defined in the Secretary Level 1 position description.
Perform bookkeeping/recordkeeping/calculations for such things as employee assignments, faculty load reports, departmental budget expenditures, encumbrances, balances and reconciliations, and deposits.
Perform duties related to auditing student scholastic records, checking graduation applications, determining honor status.
Plan expenses and monitor travel budget for staff and faculty.
Prepare and maintain information for such documents as correspondence, memos, reports, etc. using computer software such as word processing, spreadsheet, database, and file management.
Research information as background for incoming and outgoing communications.
Verify scheduling of course offerings, classrooms, and laboratories.
Maintain the confidentiality of designated information.
Reports to immediate supervisor.
Carries out responsibilities in accordance with university policies and applicable laws.
Cultivates an environment of belonging that values, respects, supports, and celebrates individual similarities and differences, allowing students, faculty, and staff to thrive authentically.
Support, promote, and develop university student enrollment and retention initiatives.
Any other duties assigned within the position classification area.
Attend meetings and conferences in absence of supervisor.
Provide back-up assistance for other clerical positions and perform routine office support duties.