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Sr. Administrative Secretary

Bowling Green State University

Salary: $20.23 - $22.10 Hourly

Job Type: Full-Time

Division: Col of Technology Adm

Opening Date: 06/06/2024

Location: Main Campus (BG), OH

Job Number: BGSU00459

Department: Col of Technology Adm

Closing: Continuous

Summary

Provides high level administrative support to the Director of the School of Engineering. Relieves the Director of non-routine administrative tasks, many of them confidential in nature. Serves as liaison between the senior administrator and subordinates/others. Prepares written and oral communications. Maintains and monitors the senior administrator's calendar/schedule. Researches and provides information to the Director.

Essential Functions

• Independently relieves the director of non-routine administrative tasks and serves as liaison for the administrator with faculty, staff and others. Assumes responsibility for the relative day-to-day office operations, including preparing correspondence, greeting visitors and directing incoming mail and phone calls.

• Greet visitors and answer telephone. Make appointments for Director and coordinate meetings. Act as liaison between Director, faculty, other administrators, and internal/external contacts. Screen for possible issues and discuss with Director.

• Develops, translates, or independently composes correspondence. Reviews documents and composed materials and correspondence prior to printing and mailing. Communicates decisions and directives to staff.

• Preserves and maintains sensitive documentation and archives as appropriate. Researches information and provides to college departments and/or administrator(s).

• Discreetly screens and handles confidential and sensitive phone calls and independently resolves complaints or redirects to appropriate parties, if necessary. Works closely with staff from other University offices (e.g., President and Provost office, General Counsel, other College Dean's offices, etc.).

• Track School budgets and P-Card transactions. Create requisitions, Invoices, receipts, and transfers in the university's financial management system (FMS).

• Assist director in course schedule development. Work to resolve time and room conflicts in schedule. cancel classes or request new sections. Monitor the wait list for closed classes. Complete book orders on-line and request desk copies. Create and maintain independent study and special needs courses each semester for undergraduate and graduate students.

• Attend faculty meetings, board meetings and other department/school-related meetings and record and distribute minutes and agendas (as needed0, send to faculty via e-mail and post as needed.

• Initial contact with potential graduate students in the school. Compose emails, create admission files, register graduate students for classes. Create independent study courses as needed. Assist with questions from graduating students to post-graduate students. Assist graduate students in posting their final thesis to Ohio link and final project to Scholar Works. Work with all college graduate students on GSO (Graduate Student Orientation) activities. Prepare Graduate Assistance contracts and coordinate with GAs regarding their assignments.

• May coordinate student employment for the office. Monitors student employment budget.

• Orders parking, identification, keys, alarm codes, name tags and signage for new staff.

• Coordinates the director's calendar and schedules appointments. Researches