EXECUTIVE SECRETARY
Full Time
Mount Pleasant, MI
$16.00 - $23.87 an hour
Posted
Job description
This is the most senior level secretarial position within the Office Professional classification. Duties performed are of a complex and varied secretarial/administrative support nature for the department chair. Responsibilities require a high degree of independence of action, confidentiality, and decision-making.
Required Qualifications
High school diploma or GED.
Four years of qualifying experience or a combination of education and experience that equates to four years.
Experience with Microsoft Word.
Customer service experience.
Spreadsheet and/or database experience.
Organizational skills with strong attention to detail.
Demonstrated positive interpersonal skills.
Effective verbal and written communication skills.
Ability to project a positive attitude.
Ability to manage multiple projects and meet deadlines with accurate results.
Ability to compose, proofread and edit correspondence.
Ability to perform the essential functions of the job.
Four years of qualifying experience or a combination of education and experience that equates to four years.
Experience with Microsoft Word.
Customer service experience.
Spreadsheet and/or database experience.
Organizational skills with strong attention to detail.
Demonstrated positive interpersonal skills.
Effective verbal and written communication skills.
Ability to project a positive attitude.
Ability to manage multiple projects and meet deadlines with accurate results.
Ability to compose, proofread and edit correspondence.
Ability to perform the essential functions of the job.
Preferred Qualifications
Knowledge of specific software programs and/or mainframe/systems skills may be desired by the hiring department. (i.e. Excel, Access, SAP).
Demonstrated ability to design/maintain web pages may be desired.
Demonstrated ability to design/maintain web pages may be desired.
Duties & Responsibilities
Monitors and reconciles all department cost center accounts (general, gift, student employment, grants, awards, startup funds, scholarship, etc.).
Provides budget analysis, reports, and presentations for the department and assists with revenue and expense projections for the department by analyzing expenses and revenue over time.
Monitors and reconciles all department credit cards, including reviewing/verifying expenses in the PCN determining account and general ledger, along with processing internal order number assignments and preparing monthly reconciliation forms, including processing Study Abroad scholarships applications, and awards.
Submits purchase requisitions and invoices, posts journal entries, and prepares deposits and reimbursement forms for faculty, staff, and students.
Prepares independent contracts for those providing services to the department.
Coordinates with the Office of Research & Graduate Studies (ORGS) regarding faculty and student grant award expenditures along with other departments when collaborating on student/faculty activities involving shared expenses.
Submits Personnel Transaction Forms for faculty, staff, and Graduate Assistants (GAs).
Processes hiring forms/paperwork for Communication Sciences & Disorders (CSD) faculty, staff, GAs, and student workers and prepares and submits summer payroll.
Monitors and tracks College Work Study student employment, maintains/archives graduated student records, and assists with Undergraduate and Graduate Bulletins.
Creates and maintains spreadsheets and databases; gathers and analyzes data from the department, university, and other sources for accreditation, annual reports, academic surveys, and enrollment management.
Assists with CSD major enrollment management, including verification of prerequisite courses, GPA’s, course repeats, and notifying students of acceptance.
Enters CSD undergraduate (UG) students into the web-based clinical/academic competencies management system (CALIPSO), maintaining UG student clinical hours and responding to requests for student hour reports from students and other universities.
Verifies timely submission and completeness of supervisor feedback forms by 80+ students and approves 60+ individual supervisor evaluation forms, completed by graduate students each semester; Compiles and disseminates Supervisor Feedback forms for approximately 25+ onsite and off-site supervisors through the CALIPSO System each semester.
Manages textbook requests for four academic course designators: ASL, AUD, CSD, and SLP, using Verba Collect; Obtains desk text copies for instructors as needed; acts as the department liaison between the Bookstore and faculty/staff.
Utilizes the Evaluation ToolKIT to verify and correct courses/instructors and assists faculty with opting out/verifying opt-outs and generating reports.
Assists with corrections to forms, master course syllabi, and the course scheduling process; updates any applicable cancellations, instructor assignments, or waitlists.
Manages CSD 494 observation hours including responding to students requests for clinical clock hour reports.
Orders supplies via purchase order/requisition ($5,000 or more) and coordinates office moves, including IT/phone work orders.
Schedules meetings for and maintains the Chairperson’s calendar.
Attends College Curriculum meetings and takes notes of department items and records minutes for CSD meetings; attends other meetings as requested.
Maintains the departments records storage room, HPB 2190.
Creates documents for departments such as academic and clinical forms, Michigan Speech-Language-Hearing Association (MSHA) program submissions, academic and clinical handbooks, and Summer Specialty Clinics (SSC) newsletter.
Provides proofreading and editing of department documents such as handbooks, memos, syllabi and creates surveys as requested.
Provides limited secretarial/administrative support to three division directors, two clinical directors, and the SSC Coordinator.
Responds to faculty, staff, students, clinic clients, and visitors needing assistance, direction, or information pertaining to all aspects of the department.
Collects outgoing department mail, generates postage, and ensures mail departure from department in a timely manner, along with distributing incoming mail to appropriate mailboxes.
Creates and maintains department mailboxes, clinical supervisor mailboxes within the Report Writing Room (RWR), as well as graduate and doctoral clinical clinician mailboxes within the RWR and grad rooms.
Performs other duties as assigned.
Provides budget analysis, reports, and presentations for the department and assists with revenue and expense projections for the department by analyzing expenses and revenue over time.
Monitors and reconciles all department credit cards, including reviewing/verifying expenses in the PCN determining account and general ledger, along with processing internal order number assignments and preparing monthly reconciliation forms, including processing Study Abroad scholarships applications, and awards.
Submits purchase requisitions and invoices, posts journal entries, and prepares deposits and reimbursement forms for faculty, staff, and students.
Prepares independent contracts for those providing services to the department.
Coordinates with the Office of Research & Graduate Studies (ORGS) regarding faculty and student grant award expenditures along with other departments when collaborating on student/faculty activities involving shared expenses.
Submits Personnel Transaction Forms for faculty, staff, and Graduate Assistants (GAs).
Processes hiring forms/paperwork for Communication Sciences & Disorders (CSD) faculty, staff, GAs, and student workers and prepares and submits summer payroll.
Monitors and tracks College Work Study student employment, maintains/archives graduated student records, and assists with Undergraduate and Graduate Bulletins.
Creates and maintains spreadsheets and databases; gathers and analyzes data from the department, university, and other sources for accreditation, annual reports, academic surveys, and enrollment management.
Assists with CSD major enrollment management, including verification of prerequisite courses, GPA’s, course repeats, and notifying students of acceptance.
Enters CSD undergraduate (UG) students into the web-based clinical/academic competencies management system (CALIPSO), maintaining UG student clinical hours and responding to requests for student hour reports from students and other universities.
Verifies timely submission and completeness of supervisor feedback forms by 80+ students and approves 60+ individual supervisor evaluation forms, completed by graduate students each semester; Compiles and disseminates Supervisor Feedback forms for approximately 25+ onsite and off-site supervisors through the CALIPSO System each semester.
Manages textbook requests for four academic course designators: ASL, AUD, CSD, and SLP, using Verba Collect; Obtains desk text copies for instructors as needed; acts as the department liaison between the Bookstore and faculty/staff.
Utilizes the Evaluation ToolKIT to verify and correct courses/instructors and assists faculty with opting out/verifying opt-outs and generating reports.
Assists with corrections to forms, master course syllabi, and the course scheduling process; updates any applicable cancellations, instructor assignments, or waitlists.
Manages CSD 494 observation hours including responding to students requests for clinical clock hour reports.
Orders supplies via purchase order/requisition ($5,000 or more) and coordinates office moves, including IT/phone work orders.
Schedules meetings for and maintains the Chairperson’s calendar.
Attends College Curriculum meetings and takes notes of department items and records minutes for CSD meetings; attends other meetings as requested.
Maintains the departments records storage room, HPB 2190.
Creates documents for departments such as academic and clinical forms, Michigan Speech-Language-Hearing Association (MSHA) program submissions, academic and clinical handbooks, and Summer Specialty Clinics (SSC) newsletter.
Provides proofreading and editing of department documents such as handbooks, memos, syllabi and creates surveys as requested.
Provides limited secretarial/administrative support to three division directors, two clinical directors, and the SSC Coordinator.
Responds to faculty, staff, students, clinic clients, and visitors needing assistance, direction, or information pertaining to all aspects of the department.
Collects outgoing department mail, generates postage, and ensures mail departure from department in a timely manner, along with distributing incoming mail to appropriate mailboxes.
Creates and maintains department mailboxes, clinical supervisor mailboxes within the Report Writing Room (RWR), as well as graduate and doctoral clinical clinician mailboxes within the RWR and grad rooms.
Performs other duties as assigned.
Supervision Exercised
None.
Message to Applicants
Central Michigan University is dedicated to fostering a broadly diverse and inclusive campus that respects all social identities, experiences, and perspectives. In an effort to further this initiative, we are especially interested in candidates who will advance and promote an inclusive and supportive environment for every member of our university community.
You must submit an on-line application in order to be considered as an applicant for this position.
Cover letters may be addressed to the Hiring Committee.
Applicants are strongly encouraged to submit recommendation letters.
You must submit an on-line application in order to be considered as an applicant for this position.
Cover letters may be addressed to the Hiring Committee.
Applicants are strongly encouraged to submit recommendation letters.
Employee Group
Office Professional
Staff Pay Level
6
Pay Range
$16.00 - $23.87 per hour
Division
Academic Affairs
Department
Communication Sciences & Disorders
Position Status
Regular
Position End Date
Employment Status
Full-Time
FTE
1.0
Position Type
12 month
Weekly Work Schedule
Mon - Fri 8:00 a.m. - 5:00 p.m. / Evenings and Weekends as Necessary
Location
Mount Pleasant, MI
About the Department
The Herbert H. and Grace A. Dow College of Health Professions consists of five academic units (Department of Physical Therapy, Department of Physical Education and Sport, Department of Communication Sciences and Disorders, the School of Health Sciences and the School of Rehabilitation and Medical Science). It offers undergraduate and/or graduate degree programs in American Sign Language , audiology, communication disorders, public health, health administration, school health education, physical therapy, physician assistant, exercise science, substance abuse prevention, speech-language pathology, physical education, athletic training, athletic coaching and sport management, delivered by 100+ faculty/staff. CMU’s website is
http://www.cmich.edu. The Herbert H. and Grace A. Dow College of Health Professions website is
http://www.chp.cmich.edu. Please visit the Communication Sciences and Disorders Department website for more information.
About CMU
Central Michigan University has a more than 125-year legacy of preparing students to become leaders and changemakers in their communities and in their personal and professional lives.
We serve nearly 15,500 students on our Mount Pleasant campus, in satellite locations around the state and throughout the country, and through flexible online programs. Many of our approximately 300 undergraduate, master’s, specialist and doctoral programs in the arts, media, business, education, human services, health professions, liberal arts, social sciences, medicine, science and engineering are nationally ranked for excellence.
CMU leads the nation in leadership development programming through our Sarah R. Opperman Leadership Institute, and we are proud to be among only 5% of U.S. universities in the top two Carnegie research classifications. Our faculty work with graduate and undergraduate students in areas such as Great Lakes research, medical innovation, engineering technology and more.
Central is home to 17 men’s and women’s Division 1 sports including football, basketball, gymnastics, baseball, wrestling and more. Our student-athletes achieve great success in competition and in the classroom, capturing Mid-American Conference championships and maintaining an average cumulative GPA of 3.17.
CMU is located in Mount Pleasant, a community that blends the best of small-town living with big-city amenities. It’s part of the culturally varied and vibrant Great Lakes Bay Region that also includes Saginaw, Bay City, Midland and the state’s largest Native American community, centered on the Saginaw Chippewa Isabella Reservation in Mount Pleasant.
Area residents enjoy the mix of outdoor activities, cultural events, shopping and dining options, and family attractions. Other major Michigan destinations and attractions — Lansing, Grand Rapids, Detroit, Traverse City, wineries, beaches, golf and ski resorts, and many more — are within easy reach of the city’s central location in Michigan’s Lower Peninsula.
CMU employees enjoy access to a nationally recognized wellness program along with health care and benefits that exceed regional, state and national norms.
We serve nearly 15,500 students on our Mount Pleasant campus, in satellite locations around the state and throughout the country, and through flexible online programs. Many of our approximately 300 undergraduate, master’s, specialist and doctoral programs in the arts, media, business, education, human services, health professions, liberal arts, social sciences, medicine, science and engineering are nationally ranked for excellence.
CMU leads the nation in leadership development programming through our Sarah R. Opperman Leadership Institute, and we are proud to be among only 5% of U.S. universities in the top two Carnegie research classifications. Our faculty work with graduate and undergraduate students in areas such as Great Lakes research, medical innovation, engineering technology and more.
Central is home to 17 men’s and women’s Division 1 sports including football, basketball, gymnastics, baseball, wrestling and more. Our student-athletes achieve great success in competition and in the classroom, capturing Mid-American Conference championships and maintaining an average cumulative GPA of 3.17.
CMU is located in Mount Pleasant, a community that blends the best of small-town living with big-city amenities. It’s part of the culturally varied and vibrant Great Lakes Bay Region that also includes Saginaw, Bay City, Midland and the state’s largest Native American community, centered on the Saginaw Chippewa Isabella Reservation in Mount Pleasant.
Area residents enjoy the mix of outdoor activities, cultural events, shopping and dining options, and family attractions. Other major Michigan destinations and attractions — Lansing, Grand Rapids, Detroit, Traverse City, wineries, beaches, golf and ski resorts, and many more — are within easy reach of the city’s central location in Michigan’s Lower Peninsula.
CMU employees enjoy access to a nationally recognized wellness program along with health care and benefits that exceed regional, state and national norms.
CMU Leadership Standards
Central Michigan University is a place where we value students and work for their success, where we act as family, and where employees are engaged, appreciated and have extraordinary opportunities to make a difference.
We intentionally maintain and strengthen the hallmark CMU culture that sets us apart from our peers by expecting CMU leaders and employees to model the following Leadership Standards and develop them within their teams.
Please review the Leadership Standards before applying for this position.
We intentionally maintain and strengthen the hallmark CMU culture that sets us apart from our peers by expecting CMU leaders and employees to model the following Leadership Standards and develop them within their teams.
Please review the Leadership Standards before applying for this position.
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