Secretary II

Ypsilanti, MI
Mar 17, 2017
Institution Type
Four-Year Institution
General Summary:

Provide secretarial services to faculty and administrative staff, independently or in support of a Senior Secretary or above.

Principal Duties and Responsibilities:
Type and proof correspondence, forms, and reports.

Maintain general files and other office records, including payroll.

Answer or refer questions from Faculty, staff, students, and others on University policies and procedures.

Receive and route telephone calls.

Coordinate Departmental or Divisional clerical duties within larger departments and areas.

Receive, read, and interpret correspondence; and determine proper handling.

Schedule appointments and meetings, and act as a receptionist for one or more staff and Faculty members on a regular basis.

Initiate and prepare requisitions for material, supplies, and service.

Operate standard office machines.

Perform related Departmental duties, as required.

Supplemental Information:
The Secretary II works in the Dean's Office for the College of Arts and Sciences.

Distinct responsibilities performed in the position:
  • Face of the college: First to greet and interact with the public, instructional staff, and students in the Dean's office.
  • Event scheduling: Respond to requests for scheduling events into rooms.
  • Post course and program proposals to the College Advisory Council websites (general, sub-committees).
  • College scholarships: Update and maintain the scholarship application materials on the College website and in the College archives; assist the Associate Dean with the annual organization and dispersal of scholarship funds.
  • Dispatching of issues: Contact IT about classroom tech issues, report facilities issues through electronic system (Physical Plant), and deliver forms to appropriate staff.
  • Purchasing: Assist in the regular purchase of office supplies.
  • Curate and format the College's monthly newsletter and annual report.
  • Social media: Regularly maintain social media presence for the College of Arts and Sciences, including regular updates to the CAS website.
  • Assist in the processing of the College Step 2 grade grievance hearings.
  • Create and mail flyers for events.
  • Other departmental duties as assigned.

Ability to read, write, interpret instructions, and perform basic arithmetic, typically acquired through the completion of a high school education, is necessary.

One year of secretarial experience or secretarial training is necessary in order to provide secretarial support, and perform Departmental-related duties.

Basic personal computing skills to utilize word processing and/or spreadsheet applications, and perform file management functions, are necessary. Knowledge of specific software applications utilized in the area of assignment may be desirable.

A specific typing speed may be required depending on department needs and it should be noted at time of posting.