Secretary Level 2

Ferris State University•Grand Rapids, MI

119d•Onsite

About The Position

Provide responsible, independent secretarial support in accordance with established departmental policies and procedures. The anticipated start date for this position is March 2026; however, this is an estimate and may be revised if needed.

Requirements

Satisfactory completion of two years college or equivalent.
Two years part-time is equivalent to one year full-time, (in an office setting with public contact and extensive customer service).
Proficiency with Microsoft Office products (Word, Excel, and Outlook).
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.
Coordinate special departmental functions such as recruitment activities, graduation, meetings, conference, workshops, seminars, and fundraising events, by scheduling facilities, preparing agendas, and arranging for services and equipment.
Coordinate activities with other departments.
Assist students with registration, drops, and adds.
Establish and maintain filing and recordkeeping systems. Enter, edit, and maintain related data in Banner. Scan and index records in Xtender.
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 report, departmental budget expenditures, encumbrances, balances and reconciliations, and deposits.
Perform duties related to auditing student scholastic records, checking graduation applications, and determining honor status. Perform mid-term and final grade verification.
Learn and utilize the online advising tool (MyDegree). Assist with graduation audits and verifying completion of degree requirements.
Maintain/update Faculty Advisor lists in Banner.
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 studios. Assist with maintaining KCAD course schedules.
Cultivate 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.
Maintain the confidentiality of designated information.
Reports to immediate supervisor.
Will serve programs as needed within Kendall College of Art and Design.
Attend meetings and conferences in absence of supervisor.
Provide back-up assistance for other clerical positions and perform routine office support duties.