Senior Secretary - College of Technology, Architecture and Applied Engineering
Budget: $250 – $750 AUD
Under general supervision of the School Director, this position will relieve the supervisor from routine administrative tasks and provide essential frontline assistance to students in the School, faculty and guests. Assist School Director with course schedule development. Record and distribute meeting minutes. Assist with industry partner, accreditation, and other visits. Order supplies and review the budget. Support students and student organizations in the School. Complete other duties in the College of Technology, Architecture and Applied Technology.
Essential Functions
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.
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 School-related mail.
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. 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.
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 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.
Maintain grant budgets for faculty as needed. Is the main point of contact for all Ph.D. students in the Ph.D. consortium under the School. 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 the School. 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 Graduate Assistance contracts and coordinate with GA’s regarding their assignments.
Essential Functions
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.
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 School-related mail.
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. 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.
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 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.
Maintain grant budgets for faculty as needed. Is the main point of contact for all Ph.D. students in the Ph.D. consortium under the School. 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 the School. 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 Graduate Assistance contracts and coordinate with GA’s regarding their assignments.