Senior Secretary
Work Schedule: Full-time position. Normal Days/hours: Monday thru Friday 8:00 am - 5:00 pm. This is a grant-funded position. Duration of employment is contingent on continued availability of funding.
Position Summary:
This position performs administrative tasks for 2 federally funded grant programs of Educational Talent Search and Upward Bound. This position includes but is not limited to the management of 2 highly confidential databases necessary for tracking program participants and successful submission of annual performance reports to the Department of Education as well as other information required for the successful performance of grant programs. This position also monitors, tracks and reconciles 2 grant program budgets on FMS and WRL; processes payments in and out of 2 grant budgets and assist 2 program directors in budget creation, scheduling meetings, and sending communications both on and off campus. The position requires strong verbal and written communication skills as well as independent judgement and initiative. The position also requires sorting and distribution of mail, greeting visitors, answering department phone, ordering office supplies, and preparing typed copy, maintaining staff calendars and arranging travel. The position hires, trains, and evaluates student clerical assistants and process payroll.
Essential Duties, Tasks and Responsibilities
- Answer program inquiries, develop and distribute program materials. Generate correspondence to ETS and UB participants, staff and others on behalf of the program directors. Prepares and distributes minutes from staff meetings. Reproduce, collate and assemble various materials. Generate mass mailings
- Hire, train, evaluate and supervise student clerical employees and oversees payroll procedures.
- Provides courteous and professional frontline assistance, using independent judgments to respond appropriately to sensitive and confidential situations involving staff, parents and students. Refers visitors and callers to appropriate staff.
- Reconcile and track budget activity for 2 grants. Provide personnel and operating budget information to Grants Accounting Office and provides directors with budget information and analysis to aid in decision making. Provide personnel and operating budget information to Grants Accounting Office and provides directors with budget information and analysis to aid in decision making.
- Responsible for check payments, cash and retire advances, and requisitions on Falcons Purch for 2 Trio program budgets. Deposits funds for 2 grant budgets. Makes purchases and reconciles 2 BGSU Purchase Card Statements for 2 budgets. Resolves issues with Vendors, Grant Accounting, Accounts Payable, Purchasing and Bursar’s Office.
- Update and maintain 2 student databases containing highly confidential material. Generate program rosters and eligibility reports for use by directors and advisors.
- Generate and maintain highly confidential student files for ETS and UB program participants.
- Maintains and schedules all meetings for directors.
The above statements are not intended to include all responsibilities, duties and skills, but rather to describe the general nature and level of work
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
Minimum Qualifications
Required Experience
- One year related experience required
Required Education
- High school diploma or GED required
Salary
Full-time classified staff position. Classified pay grade 25/$15.03/hr. Full benefits package available. This is a grant-funded position. Duration of employment is contingent on continued availability of funding.
Deadline to apply: April 5, 2019
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.