Administrative Secretary

Job Title:

Administrative Secretary

Full- or Part-Time:

Full time

Exempt or Non-Exempt:

No

Hourly Rate:

21.10 USD Hourly

Department:

Academic Advisement Center (PM) (Lisa Krissoff Boehm

Job Description:

JOB SUMMARY: Provide secretarial and administrative support to the Office of Academic Advisement and coordinate day-to-day office operations for the department.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provide secretarial support to the department, including: preparing reports and publications; scheduling appointments and meetings; answering telephones, providing information, greeting visitors, ascertaining the nature of the request, ; and making arrangements for appointments, meetings, facilities, and travel. 
• Coordinate all prospective student inquiries made by mail, phone, e-mail and in-person.  Work with Microsoft Teams, and Microsoft Bookings to set up and confirm appointments.
• Maintain data using word processing and database software; maintain and process computer information.
• Prepare, update and maintain student academic records for advising appointments.
• Provide departmental administrative support, including: assisting in the coordination of departmental projects and programs; assisting with the development and design of promotional campaigns and other materials.
• Perform basic clerical duties including opening and routing incoming mail, preparing outgoing mail, including bulk mailings; ordering supplies and monitoring email and faxes.
• Maintain and update curriculum guides and other resource materials.
• Maintain the security and confidentiality of grades, transcripts, and other student records in accordance with FERPA regulations.
• Responsible for generating monthly reports for the Academic Advisement Center.
• Assist the Director in monitoring student employment hours and process related forms and reports, such as timecards.
• Perform other duties as assigned.

SUPERVISION RECEIVED:

Supervision is received from the Director of the Academic Advisement Center or the designated departmental Administrative Professional.  Work assignment direction may also be provided by other departmental Administrative/Professional staff.

 

SUPERVISION EXERCISED:

Assist with the supervision of student employees, including interviewing, selecting, training, scheduling and evaluating. 

  

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent, and additional education, training or certification in a related field. 
• Three years of job-related clerical experience, preferably in higher education, including excellent spelling, grammar, punctuation, basic math skills and oral and written communication skills.
• Demonstrated customer service skills and interpersonal skills to interface with faculty, staff, students, and the general public.
• Personal computer proficiency (Microsoft Office Suite) and ability to learn specialized software programs and Student Information Systems.
• Ability to work cooperatively and communicate professionally with faculty, staff, students, and the general public.
• Experience and ability to positively interact with all members of the campus community.
• Ability to work independently with minimal supervision and accept direction from multiple and diverse staff/faculty members.
• Ability to organize, prioritize, and expedite workload, working under occasional time pressure.
• Ability to occasionally handle differing, non-routine work situations and problems by exercising independent judgement and initiative.
• Ability to maintain confidentiality of files and records.
• Ability to learn technical/discipline-specific terminology.
• Ability to perform the essential duties of the position with or without accommodation.

WORKING CONDITIONS:

Duties are performed on campus, generally inside and not exposed to adverse conditions.

The above reflects the general details considered necessary to describe the essential functions of the job, and shall not be construed as an exhaustive statement of duties, responsibilities, or requirements that may be inherent in the job.  It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision.  The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

About SVSU:

Saginaw Valley State University is a comprehensive university with more than 100 programs of study for its roughly 7,000 students. Located on a suburban campus in Michigan’s Great Lakes Bay Region, SVSU is committed to a supportive and empowering environment for students, faculty and staff. For eight consecutive years, SVSU has been recognized as a “Great College to Work For” (2016-2023).

SVSU emphasizes undergraduate teaching and learning, and community-based research. SVSU earned the Community Engagement classification from the Carnegie Foundation for the Advancement of Teaching, a distinction achieved by only 7 percent of U.S. colleges and universities. By their senior year, 84 percent of students have engaged with community employers and agencies in internships, field placements or some other component of their academic preparation.

SVSU is establishing itself as a leader in STEAM education for the Great Lakes Bay Region, partnering with businesses, foundations and school districts to improve students’ performance in math, science and the arts at the middle school, high school and university levels.
 
More than 70 percent of SVSU freshmen live on campus in student housing that has been rated No. 1 among public universities in the U.S. (2018-2023). SVSU fields 19 varsity sports at the NCAA Division II level. The average class size is 23 students. For more information, please visit our website, http://www.svsu.edu.