OFFICE SUPERVISOR/CHP

Central Michigan University; Mount Pleasant, Northern (MI, KY); Hybrid; USD 26,000 - 34,000; Full time

Job summary

Central Michigan University in Mount Pleasant, MI, seeks an Office Supervisor for the Dean’s Office to oversee reception, triage inquiries, supervise student assistants, and prepare meeting materials. The role requires a Bachelor’s degree, four years of experience, strong MS Word, Excel/Access, organizational and communication skills, and the ability to handle confidential information.

It involves coordinating travel, meetings, and document prep.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 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.

Responsibilities

• Calendaring.
• Works with faculty and interfaces with students, alumni and major donors.
• Deals with sensitive issues and demonstrates confidentiality.
• Prioritizes interoffice communication.
• Responsible for managing the Dean’s Office.
• Provides office supervision.
• Facilitates communication.
• Prepares official correspondence.
• Responsible for developing, preparing, composing and coordinating communications and responses.
• Assists in the preparation of publications and promotional materials.
• Performs routine research or compiles statistics.
• Maintains supplemental material for meetings and appointments.
• Responsible for maintaining office equipment.
• Assesses urgency and importance of walk-ins.
• Arranges and schedules interviews and travel arrangements.
• Meets deadlines and coordinates committees’ activities.
• Interviews, hires, trains and schedules student assistants.
• Approves student time in TimeLink.

Skills

Customer service

Organizational skills

Verbal communication

Written communication

Multitasking

Attention to detail

Interpersonal skills

Education

Bachelor’s degree or equivalent

Tools

Microsoft Word

Excel

Access

SAP

Job description

Position Information

Posting Number S-3991

Position Number 64730

Type of Recruitment External

Position Title OFFICE SUPERVISOR/CHP

Position Summary

Serves as primary support for the Dean, Associate Dean and Dean’s Office staff providing complex office supervision while performing varied and specialized duties including handling details. Represents the Dean and Associate Dean to the general public, including the final screening and reception of all visitors; oversees reception area and provides information to walk-ins. Processes and triages telephone and walk-in inquiries and uses judgment in obtaining and providing information relative to a broad range of College and University activities. Supervises and directs the work effort of assigned student assistants including orientation, policies and procedures training, operations of office, and daily oversight/direction, establishing priorities related to work duties. Functions with a high degree of independence and autonomy as liaison with inside and outside contacts and in preparing meeting materials, minutes, programs, updates, recruiting volunteers, and other support functions related to work area. Performs research as directed to assist supervisor in various projects. Interprets University policies and procedures. Interacts effectively with campus departments, faculty, staff and students, off campus businesses and parents. Attends staff meetings. Exercises judgment, discretion and confidentiality. Maintains a set of financial records associated with purchasing, making, tracking and reconciling expenditures on the credit cards, preparing invoices and employee reimbursement vouchers, departmental deposits, preparing journal entries and utilizing PNC to transfer funds between accounts. Prepares, develops and composes memos, correspondence, forms, documents, brochures, posters, email blasts and flyers for College related activities, events, meetings for internal and external communications. Conducts special projects on a recurring basis and assignments as directed; collects, compiles, and writes updates and reports on findings, including preparation of preliminary findings and minutes and coordinating several committees’ activities. Acts as liaison between assigned area and other offices and departments within the College as well as across the University. Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, travel, and other duties for both internal and external contacts.

Required Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 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.

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.

Duties & Responsibilities

• Calendaring.
• Works with faculty and interfaces with students, alumni and major donors.
• Deals with sensitive issues and demonstrates confidentiality.
• Prioritizes interoffice communication.
• Responsible for managing the Dean’s Office.
• Provides office supervision.
• Facilitates communication.
• Prepares official correspondence.
• Responsible for developing, preparing, composing and coordinating communications and responses.
• Assists in the preparation of publications and promotional materials.
• Performs routine research or compiles statistics.
• Maintains supplemental material for meetings and appointments.
• Responsible for maintaining office equipment.
• Assesses urgency and importance of walk-ins.
• Arranges and schedules interviews and travel arrangements.
• Makes recommendations to assigned duties, office procedures and processes.
• Interviews, hires, trains and schedules student assistants.
• Approves student time in TimeLink.
• Responsible for drafting student handbook and ensuring that students are familiar with the content.
• Coordinates work with other support staff within the college and university.
• Trains and informs staff, faculty and students on university policies and procedures and on-line forms.
• Responsible for CMU Business card purchasing, researching, monitoring, tracking, and reconciliation.
• Assists in monitoring student work study funds.
• Responsible for purchasing, tracking, and maintaining supply inventory.
• Attends training and transfers funds using journal entries and PNC .
• Verifies transfers through SAP .
• Processes invoice vouchers and employee reimbursement vouchers.
• Responsible for maintenance and supplies of office equipment.
• Responsible for communicating, preparing and distributing supplemental materials, agendas, minutes, and scheduling meetings for committees on a regular basis.
• Coordination of Faculty Personnel/Human Resources transactions, correspondence, and scheduling.
• Tracks eligibility and responsible for documentation for reappointments, tenure, tenure-track, chair and division director appointments/reappointments, promotion, sabbatical leaves, professor supplements and bylaws.
• Maintains personnel records.
• Communicates with Human Resources and Faculty Personnel Services.
• Communicates with Residence Life.
• Processes HPRC student applications and sends correspondence on behalf of the director.
• Communicates with Residence Life regarding HPRC Student acceptances/inquiries.
• Updates Residential College documents, assists in planning and preparing supplemental materials, maintains and updates website, answers phone inquiries by parents and students, communicates with Accounting Services regarding Peer Mentor room and board adjustments.
• Assists in SOS processing for HPS 101 and processing book orders.
• Special projects as assigned.

Supervision Exercised

Supervisors are expected to support the Leadership Standards of Central Michigan University and foster a culture that inspires excellence. The Leadership Standards define how we lead and treat others on our team. As leaders, it is our responsibility to seek input from our teams to continuously improve our leadership abilities and our demonstration of the standards. Additionally, it is our responsibility to encourage and support the growth and development of those whom we lead. At CMU , we encourage employees to grow both personally and professionally, and thus advance CMU’s culture of excellence.

Employee Group

Supervisory Technical

Pay Range

Pay Range Starting Rate Between: $19.00 - $25.00 per hour

Division

Academic Affairs

Department

The HH & GA Dow College of Health Professions

Position Status

Regular

Employment Status

Full-Time

FTE

1.00

Position Type

12 month

Weekly Work Schedule

Mon-Fri, 8:00 a.m. - 5:00 p.m. / weekends and evenings as required.

Location

Mount Pleasant, MI

About the Department

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.

Mission & Culture

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.

Equal Opportunity Employer Statement

CMU is an Equal Opportunity Employer and institution. CMU does not discriminate against persons based on age, color, disability, ethnicity, familial status, gender, gender expression, gender identity, genetic information, height, marital status, national origin, political persuasion, pregnancy, childbirth or related medical conditions, race, religion, sex, sex-based stereotypes, sexual orientation, transgender status, veteran status, or weight.

CMU does not discriminate on the basis of sex in the education program or activity that it operates, including admission and employment, and is required by Title IX of the Education Amendments of 1972 not to discriminate in such a matter.

Inquiries about the application of Title IX can be made to CMU’s Title IX Coordinator, the US Department of Education’s Assistant Secretary, or both.

CMU’s Title IX Coordinator can be reached at:

Phone: [phone]

Office: 103 E. Preston St.

Bovee University Center, suite 306

Mount Pleasant, MI 48858

Email: [e-mail]

Posting Ends

Open Until Filled Yes

Supplemental Questions

• * How did you first learn of this job opportunity? Please list the specific advertising source or indicate if it was word of mouth.

  (Open Ended Question)

• * Are you currently an internal employee of CMU according to the university's definition?
  • Yes
  • No
• * If yes, to which employee group do you belong? (If not applicable, select "Not Applicable").
  • Not Applicable
  • Administrative Office Assistant
  • Dispatcher
  • Lieutenant
  • Medical Faculty
  • P&A, SO or Faculty
  • Police
  • Public Broadcasting
  • Sergeant
  • Service Maintenance
  • Supervisory/Technical
• * Do you have four years of qualifying experience or a combination of education and experience that equates to four years?
  • Yes
  • No
• * Do you have experience with Microsoft Word?
  • Yes
  • No
• * Do you have customer service experience?
  • Yes
  • No
• * Do you have spreadsheet and/or database experience?
  • Yes
  • No
• * Do you have a bachelor's degree or a combination of education and experience equivalent to a bachelor's degree?
  • Yes
  • No

Optional & Required Documents

Required Documents

• Resume/Curriculum Vitae
• Cover Letter

Optional Documents

• Other Document (1)
• List of References

Staff postings - Human Resources | Contact HR | [phone]| 109 Rowe

Faculty postings - Faculty Personnel Services | Contact FPS | [phone] | 308 Warriner

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