Senior Secretary - Department of Construction Management, School of the Built Environment

Position Title:
Senior Secretary - Department of Construction Management, School of the Built Environment
Category:
Classified - Clerical & Administrative Support
Campus:
BGSU Main Campus
Opened Date:
07/20/2021
Closing Date :
08/27/2021
Ends at 11:59 pm Bowling Green, OH local time
Pay Grade:
25 / $15.63
Position Summary:

This position serves as secretary for the Department of Construction Management, School of the Built Environment. Under general supervision of the School Director this position relieves the supervisor from routine administrative tasks and provides essential frontline assistance to students in the School, faculty and guests. Supervise, train and evaluate student clerical assistant. Assist School Director with course development. Record and distribute minutes. Assist with industry partner visits.  Order supplies and balance budget.  Support student organizations in the School including the Master of Technology Management in Construction Management specialization. Under general supervision of the Associate Dean for Graduate Affairs, this position is the university point of contact for the Ph.D. in Technology Management consortium.

Essential Duties, Tasks and Responsibilities:

• Greet visitors, answer telephone, make appointments for director, set up meetings, act as liaison between director and faculty and other administrators and other college office contacts, plus outside contacts.
• Screen problems and discuss with director. Provide needed material/information for director’s meetings/appointments. Compose correspondence for director and faculty. Compose mail merges, various reports, presentations, policies and procedures. Sort and distribute department/school-related mail.
• Balance budget and P-Card transactions. Create requisitions, invoices, receipts and transfers in the university’s financial management system (FMS).
• Assist director in schedule development.  Work to resolve time and room conflicts in schedule. Cancel classes or request new sections. Monitor the wait list for closed classes. Compile book orders on-line and request desk copies. Create and maintain independent study and special needs courses each semester for undergraduate, master and Ph.D. students. Track and register all Ph.D. students in the consortium into BGSU courses.
• Supervise student clerical assistant in daily routine of the office, duplication of syllabi, exams/quizzes, class handouts, distribution of student evaluations, faculty grids and advising times. Hire and approve student timesheets.
• Attend faculty meetings, board meetings and other department/school-related meetings and record and distribute minutes and agendas (as needed), send to faculty via e-mail and post as needed.
• Prepare forms for merit and tenure and promotion review.
• Order and maintain office/computer supplies, request service for copier/printer, laptops and projectors.
• Work with new full and part-time faculty in setting up offices (telephone, email, keys, etc.). Inform them of office policies, forms, copying, and final exam schedule.
• Support student groups in the School, with activities and events.  Order supplies, food, vans, hotels, etc. for student group activities as they arise.
• Support and assist industry partners on their visits to campus to interview, instruct, support, etc. Email necessary information to industry partners before and after their visit to keep them informed with student contacts, events, etc. Liaison between contractors industry partners, students and department/school to make these processes run successfully.
• Support and assist faculty and students within the department/school by placing work orders, ordering supplies, maintaining equipment, typing, filing and other duties to keep the department/school in good working order. 
• Maintaining grant budgets for faculty as needed. Is the main point of contact for all Ph.D. students in the Ph.D. in Technology Management consortium. Gains guest application from the student, registers the student in courses, contacts students with information needed, such as room contacts for final dissertation presentations, etc.
• Initial contact with potential graduate students in Construction Management specialization. Compose emails, create admission files, register graduate students for classes. Create independent study courses as needed. Assist with questions from pre- graduate students to post-graduate students. Assist graduate students in posting their final thesis to OhioLink and final project to ScholarWorks. Work with all college graduate students on GSO (Graduate Student Orientation) activities. Prepare GA contracts and coordinate with GA’s regarding their assignments.
• Open and close department office at University-appointed times.
• Support the school in full-time faculty and adjunct faculty hiring processes, including coordination of candidate interviews/visits as needed
• Interact with and support other college staff as needed, and Deans
• Perform other duties as assigned by supervisor.

 

 

Minimum Qualifications & Salary:

Minimum Qualifications:

Experience

• One-year related experience

Education

• High school diploma or GED required.

 

 

Salary
Full-time, Classified staff position available.  Pay Grade 25/$15.63.  Full benefit package available.

 

Deadline extended to August 27, 2021.

Additional Information:

Essential Competencies

• Knowledge of basic mathematical skills
• Knowledge of basic reading skills
• Ability to carry out verbal and/or written instructions
• Ability to effectively communicate, verbally and written
• Detailed-oriented and highly accurate
• Ability to work effectively in a team environment
• Ability to interact effectively with students, faculty and/or staff or the public and represent BGSU appropriately
• Knowledge of basic computer skills
• Ability to access and maintain document imaging systems, including scanning and filing documents
• Ability to accurately receive and disburse cash whether currency, credit cards, checks or other payment forms
• Ability to operate computers and peripheral equipment such as printers
• Knowledge of computer skills, such as MS Office, presentations, spreadsheets and/or database entry/query
• Ability to work in changing environment
• Ability to coordinate or lead others in accomplishing work activities
• Ability to query, run reports and modify data in financial systems
• Ability to draft office correspondence

 

Diversity Statement

In addition to your cover letter and resume, you will be required to upload a written response to the diversity and inclusion question listed below.  The Diversity Statement should not exceed 1 page that is double-spaced with 1-inch margins, using 12pt. font. 

• Is there a way you envision diversity and inclusion playing a role in this position? Please explain your answer.

Degree Type:
HS Diploma or GED
Job Type:
.
Salary Type:
Hourly
Opportunity type:
Full Time
Required Documents:
Cover Letter, Diversity Statement, Resume