Administrative SecretaryBGSU Office of Human Resources
School of the Earth, Environment and Society (SEES)
This position provides administrative support for the School of the Earth, Environment and Society (SEES) Director and faculty. The school has approximately 200 undergraduate students in four degree programs and 25 graduate students in two degree programs. The school maintains satellite offices to support program in geography and environment and sustainability. SEES has a presence in five separate buildings
Essential Duties, Tasks and Responsibilities
- Reconciles and tracks all school budgets. Identifies budget issues. Collects and compiles information for monthly and annual reports for the director and college. Reconciles p-card transactions. Prepares ChromeRiver travel reports for director and faculty. Prepares school transfers, check requests, and purchase orders. Handles cash and checks for events. Purchases items for director and faculty, and assists with following purchasing policies for university and grant budgets.
- Coordinates the design, writing, and distribution of school publications (alumni newsletters) and public relations materials (recruitment materials, website, social media).
- Plans department events, including SEES faculty meetings, annual banquet, annual picnic, regular and special SEES seminars (includes arrangements for visitor travel, space, food, AV needs). Maintains records of meeting minutes.
- Does schedule development in CSS. Runs queries. Assists students with registration. Maintains historical data of offerings and enrollments in a form convenient for planning. Enters book requests. Maintains files of curriculum modifications. Monitors enrollments.
- Acts as a liaison between director and university officials, faculty, other departments, students, alumni, and the general public.
- Manages appointment calendar for the director.
- Makes travel arrangements for director, faculty, and visitors to the school.
- Proofreads school-level reports and correspondence.
- Maintains office supply inventory and orders needed items.
- Assists with faculty and staff recruitment. Processes applications. Manages applications and information in HireTouch. Prepares contract requests. Assists the graduate coordinator with stipend and scholarship budgets and the contracting process for graduate assistants. Maintains confidential personnel files.
- Interviews, hires, trains, and evaluates student employees. Administers student time both for student office employees and students employed in research labs. Assists with the hiring process for students employed in research labs.
- Maintains schedule of vans for the school. Helps find alternate vehicles on or off campus as needed. Reserves vans for other units, as needed (tracking payments). Maintains records of maintenance. Manages gas cards and E-Z Pass.
- Submits requests for building maintenance. Maintains records of space usage.
- Acts as receptionist when student workers are not present.
- Downloads student evaluation data and maintains data in convenient form for faculty RTP and merit evaluations. Prepares projects/surveys for graduate teaching assistants in EvalKit.
- Processes scholarship requests in AcademicWorks.
- Orders keys for new employees/students.
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. Classified pay grade 26/$16.23/hr. Full benefits package available.
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.