Faculty Secretary

Saginaw Valley State University; United States; On-site; USD 42,000 - 46,000; Full time

Job summary

Saginaw Valley State University seeks a Faculty Secretary to perform secretarial and clerical duties, serving as a liaison for faculty including adjuncts and staff. You will manage office communications, scheduling, records, and travel reimbursements in a busy College of Education environment.

The role requires strong organizational skills, confidentiality, and ability to coordinate with faculty and students.

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 phones, route calls, prepare and type materials, create basic event flyers, duplicate materials, handle faxes and e-mails, maintain files, greet visitors and students.
• Perform clerical duties: order supplies, deliver packages, distribute information, schedule office equipment service, use copy machine, maintain logs, complete billing meters.
• 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 faculty are away.
• Maintain confidentiality of exams and personnel files.
• Assist faculty with communications to students and partners.
• Complete travel expense requisitions.
• Order and coordinate course texts for faculty and adjuncts.
• Assist with obtaining non-confidential student information for program updates and planning.
• Coordinate COE events.
• Provide clerical support on course scheduling documents.
• Update wall displays.
• Take meeting notes and send calendar invites.
• Maintain distribution log for gift card reimbursement.
• Track items requiring approval and inventory.
• Retrieve course evaluations each semester and handle paper evaluations.
• Provide backup for coworkers as needed.
• Proctor makeup and special exams for students.
• Update and post faculty office hours and class schedules.
• Perform other duties as required.

Skills

Secretarial skills

Clerical tasks

Communication

Data entry

Meeting minutes

Organizational skills

Education

High school diploma or equivalent

Two years of job-related experience

Tools

Microsoft Office

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 Description:

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.