Faculty Secretary

Saginaw Valley State University; Michigan; On-site; USD 60,174,000 - 60,752,000; Full time

Benefits offered by this job

Excellent retirement package

Employee benefits

Professional development

Gym memberships

Health programs

Job summary

Saginaw Valley State University is seeking a Faculty Secretary to provide secretarial and clerical support for the College of Education. This full‑time position acts as a liaison for faculty, adjuncts, and staff, handling communications, scheduling, documentation, and event support.

The role requires strong organizational and interpersonal skills, attention to confidentiality, and the ability to manage multiple tasks in a busy campus office. On-site work with standard benefits is provided.

Qualifications

• High school diploma or equivalent.
• Two years of job-related experience.
• Strong oral, written, telephone, and interpersonal communication skills.
• Excellent spelling, grammar, punctuation, and basic mathematic skills.
• 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 organize and prioritize daily activities and expedite workload under occasional time pressure.
• Ability to work independently or as a member of a team, with minimum supervision, and accept direction from multiple and diverse faculty members.
• Ability to occasionally handle differing, non-routine work situations based on standard procedures and policies.
• 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.

Responsibilities

• Perform secretarial duties: answer telephones, route calls, prepare materials for faculty, create event flyers, duplicate materials, send faxes and emails, maintain files, greet visitors; direct to appropriate person or department.
• Perform clerical duties: order supplies, deliver packages, distribute information, schedule service for office equipment, maintain logs, assist with copy machine, billing meter readings.
• Maintain faculty advising and lead faculty lists for departments.
• Attend department meetings and take minutes.
• Process, maintain, and manipulate data on a PC.
• Serve as liaison with students, staff, and visitors when a faculty member is away.
• Maintain confidentiality of exams and department records.
• Assist faculty with communications to students and partners.
• Complete travel expense requisitions.
• Coordinate requisition of texts for faculty and adjunct classes.
• Assist in obtaining non-confidential student information for program planning.
• Coordinate COE events.
• Provide clerical support on course scheduling; update wall displays.
• Take meeting notes, type agendas, create calendar invites and reminders.
• Maintain gift card distribution logs and tracking items needing approval.
• Track and maintain inventory.
• Obtain course evaluations each semester and collect paper evaluations.
• Provide backup assistance for coworkers as needed.
• Proctor makeup and other exams for students.

Skills

Communication skills

Interpersonal skills

Telephone skills

Organizational skills

Independent work

Education

High school diploma

Job description

Job Title

Faculty Secretary Full- or Part-Time: Full time Exempt or Non-Exempt: No Hourly Rate: 21.10 USD Hourly Department: College of Education (PM)

JOB SUMMARY

To perform secretarial/clerical duties and serve as a liaison for faculty members, including adjunct faculty and departmental professional and technical staff.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Perform secretarial duties: may include answering telephones, provide information or route calls to appropriate person; prepare, type, proof and otherwise assist with materials prepared by faculty members; create basic event flyers; duplicate printed materials; prepare and send faxes and E-mail; maintain files; greet visitors and students, ascertain nature of business, and direct them to the appropriate person, department, etc.


• Perform clerical duties: may include ordering paper and office supplies; deliver packages; distribute information; schedule service for office equipment; provide copy machine assistance; maintain key and fax log; complete billing meter reading, etc.


• Maintain faculty advising and lead faculty list for departments.


• Attend department meetings and take minutes.


• Process, maintain, and manipulate data on a personal computer.


• Serve as a liaison with students, other staff, and visitors when a faculty member is away from the office.


• Maintain confidentiality of exams, tests and department personnel files and records.


• Assist faculty with communication /letters to students, host teachers and school principals.


• Complete travel expense requisitions.


• Order and coordinate the requisition of course texts for faculty and adjunct faculty classes.


• Assist faculty with obtaining non-confidential student information for programmatic updates, evaluation, and planning (i.e., identify students' remaining courses for a degree program for faculty course planning).


• Assist with the coordination of COE events.


• Provide clerical support on course scheduling documents.


• Update wall displays.


• Take meeting notes, type agenda, creating calender invitations and reminder emails.


• Maintain distribution log for gift card reimbursement.


• Track items that require approval.


• Track and maintain inventory.


• Retrieve course evaluations each semester and deliver any paper course evaluations.


• Provide backup assistance for co-workers when necessary or requested.


• Proctor make-up and other special circumstance exams for students.


• Update and post faculty office hours and class schedules.


• Perform other duties as requested or required.

SUPERVISION RECEIVED

Work direction is provided as determined by the assignment or project; functional supervision is received from the assigned faculty Coordinator; and administrative supervision is received from the assigned Dean.

SUPERVISION EXERCISED

May be responsible for the coordination of work for student employees, including selection, training and evaluation.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent.


• Two years of job-related experience.


• Strong oral, written, telephone, and interpersonal communication skills.


• Excellent spelling, grammar, punctuation, and basic mathematic skills.


• 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 organize and prioritize daily activities and expedite workload under occasional time pressure.


• Ability to work independently or as a member of a team, with minimum supervision, and accept direction from multiple and diverse faculty members.


• Ability to occasionally handle differing, non-routine work situations based on standard procedures and policies.


• 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 generally performed on-campus, 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. SVSU STANDS OUT through our employee experience: Our work culture, values, and mission. Excellent retirement package and employee benefits. Professional development to support and grow employees. Prioritizing the health and well-being of our employees through programs and gym memberships. Rewarding and recognizing employees' achievements.