Administrative Secretary - Department of Public and Allied Health
Provides high level administrative support to administrator(s) and/or a department. Relieves the administrator of nonroutine administrative tasks, which may be confidential in nature. Serves as liaison between administrator and subordinates/others. Prepares written and oral communications. Maintains and monitors the administrator's calendar/schedule. May supervise student employees. Assists with financial budgets; plans events; accreditation compliance/requirements; works with publications and public relations.
Essential Duties, Tasks and Responsibilities
- Work with Program Coordinators from Public and Allied Health, Medical Laboratory Science, and Food and Nutrition as well as the Department Chair and the Dean's Office to prepare and orchestrate course scheduling each semester. Responsible for inputting of course schedules into CSS, assignment of rooms and faculty for each course, and for keeping schedules in easy view throughout the semester.
- Responsible for all purchasing duties as well as tabulating and recording all expenses in specific spreadsheets. This includes office and classroom supplies, promotional materials, payment of accreditation fees, payments and reimbursements for conference travel for faculty/staff, payments and management for special events (including catering, space rental, speakers, parking, decorations, travel expenses for speakers, and registration expenses for participants), and miscellaneous purchases.
- Responsible for continuing budget duties such as verifying charges on a monthly basis to make sure they match Excel spreadsheet costs, meeting with budget and operations administrator for the College on a monthly basis to compare fund totals and to answer any questions pertaining to specific charges. Handle budgets for Public and Allied Health, Medical Laboratory Science, and Food and Nutrition.
- Responsible for journaling copy charges for the Department and specifically Medical Laboratory Science journaling charges owed to us by outside groups. Responsible for verifying monthly phone charges for the Department.
- Assist with posting of open faculty positions. Work with search committee on interview schedules, candidate travel reimbursement, and expenses related to faculty searches. Help new faculty with moving expenses and setting up office space including ordering new computers and phone service.
- Responsible for helping to plan and orchestrate the annual Public Health and Allied Health Symposium. Arrange catering for the symposium and the VIP luncheon, rent event space, parking, organize speaker travel arrangements (mileage and hotel reservations) and payment, and complete paperwork for attendees to receive continuing education units (for sanitarians, nurses, public health administrators, and dietitians). Order and set up decorations for the event. Accept payments from participants and keeping a log of attendees. During the event, staff the registration table to check in attendees and ensure that attendees receive proof of attendance.
- Plan and orchestrate the Medical Laboratory Science Senior Recognition Luncheon. Responsible for ordering catering, renting space in the Union, decorating, creating student recognition materials and programs, and inviting and maintaining the attendee list.
- Plan and organize the Master of Health Services Administration Executive Event. Responsible for ordering catering and venue rental space; sending invitations to healthcare administrators, students, faculty, and staff and maintaining the attendee list; ordering and decorating the venue; creating programs for the event; staffing the registration table and checking in and welcoming all guests; working with grad students to help with the event; and facilitating conversations between students and administrators to make connections for possible internships.
- Help with planning and orchestrating the graduate student welcome in August for the Master of Health Services Administration program. Responsible for sending out notices for the event, getting refreshments, making sure all paperwork is available to all students during the event, checking students in at the beginning of the event, and fielding any questions students might have about the program.
- Help with student recruitment for all programs by scheduling faculty volunteers for events, making sure literature and giveaways are available, and that faculty are aware of their duties and where to report. Also responsible for scheduling faculty volunteers for graduation ceremonies each semester. Make sure the faculty have the necessary regalia to participate. Maintain sign-up sheets on a yearly basis.
- Register all public health and healthcare administration students into the internship class AHS 4100 each semester and maintain student files and import information into the OnBase software system for the career counseling center to complete their state reporting.
- Responsible for answering phones and fielding questions from students, staff, faculty, administrators, and the general public who come into the main office.
- Responsible for checking faculty schedules for fall and spring semesters and finding a time that works for all and scheduling the monthly Department meetings. Also, keeping the minutes from the meeting, typing them up, and after approval from the chair attaching them to the Canvas shell for the Department. Also responsible for organizing and setting up Department retreats including securing meeting location and catering services.
- Responsible for ordering and logging textbooks each semester for Public and Allied Health, Medical Laboratory Science, and Food and Nutrition. Order instructor copies of textbooks for instructors to have and use during the semester.
- Reserve rooms for faculty as needed for events, such as student group meetings, special events for class (e.g. Dietetics Senior Capstone Event), or for program needs. Ensure attendee accessibility needs are met.
- Route mail and accept packages for faculty which are opened, documentation checked to make sure everything has been received and then given to the correct faculty.
- Contact for ComDoc when need to order supplies or to place service calls for the copy machine.
- Helps serve as backup for other Department/School/College secretaries as needed.
- Serve as the Department contact for campus entities, such as Campus Operations, ITS, etc.
This list of essential duties, tasks and responsibilities is not all-inclusive; individual will perform other related duties as assigned.
- 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 accurately receive and disburse cash whether currency, credit cards, checks or other payment forms
- Ability to operate computers and peripheral equipment such as printers
- Ability to draft office correspondence
- Ability to effectively utilize audio/visual equipment
- One-year related experience required
- High school diploma or GED required
Full-time classified staff position. The hiring range for this position is $17.98 - $19.67, based on previous experience. Full benefit package available.
Deadline to apply: October 5, 2022
Bowling Green State University provides a comprehensive benefit program as part of a total compensation package. This includes medical, prescription, dental, vision, health accounts (medical & dependent), life & disability insurance, retirement plans, employee assistance program and tuition fee waivers for employees and their eligible dependents as well as paid time off, holidays and parental leave. For more information please visit Benefits-at-a-Glance.pdf (bgsu.edu)
For a complete job description & to apply for this position visit https://bgsu.hiretouch.com/ or contact the Office of Human Resources at (419) 372-8421. BGSU. AA/EEO/Disabilities/Veterans. 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.