Senior Secretary

Position Summary

Works under the direction of the Administrative Assistant, Department Graduate Coordinator and Department Chair and performs a variety of secretarial/administrative duties relating in a large part (but not exclusively) to the department's graduate program.

Essential Duties, Tasks and Responsibilities

• Reviews graduate student plan progression to ensure candidates are meeting program requirements and funding eligibility. Reports issues to students and advisors. Educates and provides instruction to students and advisors of the university graduate plan requirements.
• Ensures student’s academic progression forms are properly complete and submitted to the Graduate College within the appropriate deadlines.
• Maintains departmental graduate files and records. Compiles statistical information for graduate program and maintains records for such.
• Develops and maintains graduate student stipend and scholarship budgets. Prepares contracts and scholarships for all funded graduate students using GA contracting system.
• Communicates daily via e-mail, telephone and in person with a large number of prospective and current graduate students.
• Develops itineraries for campus visits, coordinates meetings, and arranges hotel accommodations for program candidates visiting campus.
• Recruits high school teachers to take graduate math courses for CCP credentialing. Advertises our offerings each semester to local high schools and helps these self-funded students enroll.
• Assists graduate coordinator in various recruitment endeavors.
• Aids graduate students with on-line registration. Uses CSS extensively to schedule graduate students into courses.
• Assigns advisors and update information in CSS.
• Monitors ESOL requirements and tracks completion for international graduate students.
• Manages graduate student application process by tracking application flow through reviewer queues and correspondence relating to application status.
• Composes letters and memoranda to other campus departments and to prospective graduate students.
• Designs and maintains Graduate Program Brochure, Graduate Student Handbook, and recruiting materials in corroboration with the graduate coordinator.
• Splits receptionist duties with Administrative Assistant.
• Schedules appointments with faculty and other University personnel for prospective graduate students. Prepares mailings of department graduate recruitment materials.
• Maintains over 40 computers in graduate student offices. Approves software requests and trouble shoots issues. Updates devices when upgrades are available.
• Assigns offices for over 50 graduate assistants.
• Develops schedule for GSO week and organizes department events.
• Supervises the developmental leader student worker in the summer session.
• Maintains graduate program pages on the website.
• Coordinates hiring of grant-funded graduate peer mentors and research assistants.

Primary Duties in Summer for the Graduate Secretary of Math Department:

• Write and adjust summer and fall contracts through August for graduate students working with the graduate coordinator and the college
• Prepare and arrange comprehensive exams for master’s students in June and qualifying exams for doctoral students in August, register students, and communicate with students about the arrangements. The exams must be scheduled and organized, and the results must be recorded, sent to students, and communicated to the graduate college.
• Work with the graduate college to ensure student defenses go smooth such as contacting graduate college for faculty representative in each doctoral student’s committee, helping students file a variety of forms correctly, collecting exit forms for graduating students, advertising defenses, etc.
• Check course prerequisites for summer and fall courses, and it is a big duty for math courses because of timely manner and time turnaround between two semesters
• Answer inquiries from the entire campus about math courses and meet students with questions
• Answer emails to math department and choose to first contact students for taking placement tests in summer, normally approximately 200 students taking the math placement test in summer, maybe more.
• Prepare matters for new graduate students, normally 15-20 new graduate students each year and they join the department in both first and second summer sessions
• Register courses for new graduate students and make sure they will be trained in summer for fall teaching
• Adjust schedules for graduate students through August in taking courses and in teaching courses
• Make arrangements for graduate students’ office space and prepare each office with numerous details such as cleaning, taking time to put and match students in appropriate offices, making rules for maintaining office space, readjusting office space for about 70 students each year, preparing keys and working with the university operation department, etc.
• Redo and print handbooks every summer and ask each student employee to sign for it
• Work with ITS on graduate students’ computers in their offices such as writing tickets and interacting with students for meeting their needs
• Plan and coordinate with graduate students for graduate student orientation (GSO) week including scheduling, communicating with students, checking schedules with faculty, etc.
• Update rosters and directory for graduate students, update mailboxes and pictures
• Rewrite and revise graduate brochure, update master’s and doctoral graduation lists and data collection
• Update the information in the departmental website especially for graduate students. Webpage must be updated every summer.
• Input the information of graduate students into printers for graduate students
• Contact high school students, teachers, and CCP students for potential fee-paying taking math courses. CCP- high school teachers take 18 credit hours in math so that they can teach higher level courses in their school. Does intensive marketing up to 250 schools and update documentation

This list of essential duties and responsibilities is not all-inclusive; 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 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

Diversity Statement

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. 

Minimum Qualifications:

Experience

• One-year related experience required

Education

• High school diploma or GED required 

Salary

Full-time, Classified staff position available.  Pay Grade 25/$15.63.   Full benefit package available.

Benefits

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)

Deadline to apply:  Position is reopened with an open until filled date.  The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by ‘May 16, 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 in order to apply for a position with Bowling Green State University, please call 419-372-8421.