Administrative Secretary

Job Title:

Administrative Secretary

Full- or Part-Time:

Part time

Exempt or Non-Exempt:

No

Hourly Rate:

21.10 USD Hourly

Department:

Admissions (PM2)

Job Description:

JOB SUMMARY:   To process, update, and maintain incoming applications for admissions using digital files; utilize various technology platforms to integrate data and process admissions documents; provide clerical support to the Admissions Office.

 

ESSENTIAL DUTIES & RESPONSIBILITIES:

 

• Integrate and maintain data between multiple databases, including but not limited to Customer Relationship Management (CRM), Student Information System (SIS), Imaging System, Reporting Platform, Microsoft Word, Microsoft Excel, etc.
• Electronically process, update, and maintain applications for all incoming applicants for admission. Includes receiving, uploading, and imaging official application documents; inputting and manipulating student data in both the CRM and SIS systems and filling out CRM processing forms.
• Assist with mailings necessary to inform high school counselors and prospective students about opportunities at SVSU.
• Understand, process, and edit Communication Management and Document Codes in SIS for all applicants.
• Assist with corresponding, through both written and oral communications, with students, parents and/or counselors on their admission application progress, updates, corrections or decisions.
• Provide clerical support which includes but is not limited to composing and/or typing, proofing, and mailing both on- and off-campus correspondence for the Admissions Office; scheduling admissions appointments, tours, and meetings; e-mailing students with questions or concerns regarding their application process; answering telephones, providing information or routing calls to the appropriate person; greeting visitors at front desk; ascertaining nature of business, and directing visitors to appropriate person; filing; copying; faxing; and coordinating mailings to prospective students.
• Responsible for training student employees and the daily supervision, facilitation, and coordination of student work assignments.
• Responsible for generating admission reports and application assistance for internal and external staff/departments as needed.
• Assist with preparing periodic and special reports, including daily/weekly admission reports, error reports, and processing forms.  Perform data clean-up to resolve application issues.
• Assist with the implementation of promotional campaigns for visits and recruitment events.
• Perform other duties as assigned and assist other staff members where needed.
• Provide departmental administrative support, such as facilitating and coordinating departmental projects and programs, as assigned.
• Assist with the implementation of recruitment events that will require occasional weekend hours, including check-in, answering parents’ and students’ questions, etc.
• Manage office and student employees from 4:30-6:00 pm on occasional evenings; responsible for closing office.

 

SUPERVISION RECEIVED:

Direct supervision is received from the Director.  Additional work assignments/direction and guidance may be provided by the Associate Directors and other departmental Administrative Professional staff.

 

SUPERVISION EXERCISED:

Responsible for coordinating the work assignments for student employees.

 

MINIMUM QUALIFICATIONS:

• High School diploma or equivalent with 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, including web development.  Thorough working knowledge of Microsoft Excel (Intermediate Level knowledge preferred).
• Ability to work cooperatively and communicate professionally with faculty, staff, students, and the general public.
• Experience and ability to positively interact with diverse student populations and groups.
• Ability to organize, prioritize, and expedite workload, working under occasional time pressure.
• Ability to think critically and troubleshoot situations that may need resolution.
• Ability to learn the details of Admissions procedures and data reports.
• Ability to maintain confidentiality of files and records.
• Ability to respond quickly and appropriately to varying, unique, and/or difficult situations.
• Team player with strong performance record.
• Ability to handle different situations and problems in the work routine by exercising judgment based on established policies and procedures.
• Ability to perform the essential duties of the position with or without accommodation.

 

WORKING CONDITIONS:

Duties are generally performed 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. SVSU has been named a “Great College to Work For” on nine separate occasions.

SVSU emphasizes undergraduate teaching and learning, and community-based research. SVSU has twice 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.  SVSU is constructing the first university research facility on Lake Huron to improve public health and the economy in the Saginaw Bay watershed.
 
More than 70 percent of SVSU freshmen live on campus in student housing that is rated No. 2 among all public universities in the U.S. SVSU fields 21 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.