This position serves as department secretary for the Department of Visual Communication and Technology Education. All Sr. Secretaries may also assist other departments with like tasks as needed to support the college. Under general supervision of the department chair, this position relieves the supervisor from non-routine administrative tasks and provides essential frontline assistance to students in the department, faculty, and guests. Researches, gathers information, and prepares reports. Assists with the preparation and maintaining of department budgets. Supervises, trains and evaluate student clerical assistant. Assist department chair with tasks related to course schedule development, schedule coordination and management and entries into CSS. Record and distribute meeting minutes. Order supplies and reconciles purchases. Supports the VCTO student organization.
Essential Duties, Tasks and Responsibilities
- Relieves supervisor of non-routine administrative tasks by responding to requests from the dean, faculty, other offices on campus, and external groups.
- Performs both self-identified and supervisor-initiated tasks.
- Processes and maintains essential and confidential records (electronic and paper).
- Purchasing and reconciliation
- Downloads budget reports. Reconciles and tracks budget expenditures including faculty professional development funds and grant budgets. Assists in travel reimbursement. Creates requisitions, invoices, receipts, and transfers. Identifies budget issues and notifies supervisor for resolution. Processes travel reimbursements, PCard, purchase orders, payment requests and transfers in the university’s financial management system (FMS).
- Maintains a list of adjunct instructors and communicates information to adjuncts.
- Greets visitors, answers telephone, makes appointments for chair, sets up meetings, acts as liaison between chair and faculty, other administrators, college office contacts, and outside contacts.
- Recognizes and screens for any problems and discusses with chair.
- Composes correspondence for chair and faculty.
- Provides needed material/information for chair’s meetings and other appointments. Composes mail merges, various reports, presentations, policies, and procedures.
- Manages electronic and paper filing of various departmental documents.
- Maintains advisory board/committee lists.
- Interfaces with COTAAE Technology Stores to facilitate laboratory polices and lab resources.
- Sorts and distributes department mail.
- Assists department chair in schedule development, schedule coordination and management and entries into CSS. Works to resolve time and room conflicts in schedule. Cancels classes or request new sections. Monitors the wait list for closed classes. Monitors faculty textbook adoptions on-line and requests desk copies. Places textbook orders. Creates and maintains independent study and special needs courses each semester for undergraduate and graduate students. Assists with creation of department final exams schedule for courses not in the standard grid.
- Assists faculty and chair in organizing for program accreditation by collecting data, making copies, scheduling rooms/meetings and food for visitors.
- Keeps recruitment materials updated.
- Provides supervision and work direction to student workers for daily routine of the office, duplication of syllabi, exams/quizzes, class handouts, distribution of student evaluations, faculty grids and advising times.
- Attends faculty meetings and records and distributes minutes and agendas, send to faculty via e-mail and posts as needed.
- Prepares forms for faculty merit and tenure and promotion review.
- Orders and maintains office/computer supplies, requests service for copier/printer, laptops, and projectors.
- Makes travel reservations, schedules meetings as needed. Assists with planning and scheduling of conferences and lectures.
- Maintains department chair calendar.
- Works with new full and part-time faculty in setting up offices (telephone, email, keys, etc.). Informs them of office policies, forms, copying, and final exam schedule.
- Prepares faculty schedules for the semester including office hours and sign-up sheets for faculty mentors.
- Supports the student group VCTO with activities as requested.
- Supports and assists faculty and students within the department by placing work orders, ordering supplies, maintaining equipment, typing, making photocopies, scanning, filing and other duties to keep the department in good working order.
- Serves as Initial contact with potential graduate students. Composes emails, creates admission files. Creates independent study courses as needed. Assists with questions from pre-graduate students to post-graduate students. Works with all college graduate students on GSO (Graduate Student Orientation) activities.
- Interfaces with e-campus about on-line programs.
- Opens and closes department office at University-appointed times.
- Works with other college Sr. Secretaries and Administrative Assistant in support of the college.
- Performs other duties as assigned by supervisor.
The above statements are not intended to include all responsibilities, duties, and skills, but rather to describe the general nature and level of work.
- 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 operate computers and peripheral equipment such as printers
- Ability to draft office correspondence
In addition to your cover letter and resume, you will be required to upload a written response to the diversity and inclusion question listed below. The Diversity Statement should not exceed 1 page that is double-spaced with 1-inch margins, using 12pt. font.
- Is there a way you envision diversity and inclusion playing a role in this position? Please explain your answer?
- One-year related experience required
- High school diploma or GED required
Full-time classified staff position. Pay Grade 25/$15.63. Full benefit package available.
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.