Senior Secretary

Position Summary

This position serves as secretary in the School of the Built Environment. Under general supervision of the School Director this position relieves the supervisor from routine administrative tasks and provides essential frontline assistance to students in the School, faculty and guests. Supervise, train, and evaluate student clerical assistant. Assist School Director with course schedule development. Record and distribute meeting minutes. Assist with industry partner, accreditation, and other visits.  Order supplies and review the budget.  Support students and student organizations in the School including the Master of Technology Management in Construction Management specialization. Also support other duties in the College of Technology, Architecture and Applied Technology.

Essential Duties, Tasks and Responsibilities

• Greet visitors, answer telephone, make appointments for director, set up meetings, act as liaison between director and faculty and other administrators and other internal and external contacts.
• Screen for possible issues and discuss with director. Provide needed material/information for director’s meetings/appointments. Compose correspondence for director and faculty. Compose mail merges, various reports, presentations, policies, and procedures. Sort and distribute department/school-related mail.
• Track SBE budgets and P-Card transactions. Create requisitions, invoices, receipts, and transfers in the university’s financial management system (FMS).
• Assist director in course schedule development.  Work to resolve time and room conflicts in schedule. Cancel classes or request new sections. Monitor the wait list for closed classes. Compile book orders on-line and request desk copies. Create and maintain independent study and special needs courses each semester for undergraduate, master and Ph.D. students. Track and register all Ph.D. students in the consortium into BGSU courses.
• Supervise any student clerical assistant if available in daily routine of the office, duplication of syllabi, exams/quizzes, class handouts, distribution of student evaluations, faculty grids and advising times. Hire and approve student timesheets.
• Attend faculty meetings, board meetings and other department/school-related meetings and record and distribute minutes and agendas (as needed), send to faculty via e-mail and post as needed.
• Prepare forms for merit and tenure and promotion review.
• Order and maintain office/computer supplies, request service for copier/printer, laptops, and projectors.
• Work with new full and part-time faculty in setting up offices (telephone, email, keys, etc.). Inform them of office policies, forms, copying, and final exam schedule.
• Support student groups in the School, with activities and events.  Order supplies, food, vans, hotels, etc. for student group activities as they arise.
• Support and assist industry partners on their visits to campus to interview, instruct, support, etc. Email necessary information to industry partners before and after their visit to keep them informed with student contacts, events, etc. Liaison between industry partners, students, and department/school to make these processes run successfully.
• Support and assist faculty and students within the department/school by placing work orders, ordering supplies, maintaining equipment, typing, filing and other duties to keep the department/school in good working order. 
• Maintaining grant budgets for faculty as needed. Is the main point of contact for all Ph.D. students in the Ph.D. in Technology Management consortium. Gains guest application from the student, registers the student in courses, contacts students with information needed, such as room contacts for final dissertation presentations, etc.
• Initial contact with potential graduate students in Construction Management specialization. Compose emails, create admission files, register graduate students for classes. Create independent study courses as needed. Assist with questions from pre- graduate students to post-graduate students. Assist graduate students in posting their final thesis to OhioLink and final project to ScholarWorks. Work with all college graduate students on GSO (Graduate Student Orientation) activities. Prepare GA contracts and coordinate with GA’s regarding their assignments.
• Open and close department office at University-appointed times.
• Support the school in full-time faculty and adjunct faculty hiring processes, including coordination of candidate interviews/visits as needed.
• Interact with and support other college staff as needed, and Deans
• Perform other duties as assigned by supervisor.

This list of essential duties, tasks and responsibilities is not all-inclusive; the individual will perform other related duties as assigned.

Essential Competencies

• 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 effectively in a team environment
• Ability to interact effectively with students, faculty and/or staff or the public and represent BGSU appropriately
• Knowledge of basic computer skills
• 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
• Knowledge and computer skills, such as MS Office, presentations, excel spreadsheets and/or database entry/query
• Ability to work in changing environment
• Ability to coordinate or lead others in accomplishing work activities
• Ability to query, run reports and modify data in financial systems
• Ability to draft office correspondence

Minimum Qualifications

• High School Degree or GED
• One-year of experience

Preferred Qualifications

• Associates Degree
• Three-years of experience

Salary

Full-time, Classified staff position available.  The hiring range for this position is $15.95 – 17.45, based on previous experience.  Full benefit package available.

Deadline to apply:  The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by August 3, 2022.   

To Apply

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 to apply for a position with Bowling Green State University, please call 419-372-8421.