Administrative Secretary - SEES

BGSU Main Campus - Bowling Green, OH

This position provides administrative support for the School of the Earth, Environment and Society (SEES) Director and faculty. The school has approximately 200 undergraduate students in four degree programs and 25 graduate students in two degree programs. The school maintains satellite offices to support program in geography and environment and sustainability. SEES has a presence in five separate buildings.

Essential Duties, Tasks and Responsibilities:
Reconciles and tracks all school budgets. Identifies budget issues. Collects and compiles information for monthly and annual reports for the director and college. Reconciles p-card transactions. Prepares ChromeRiver travel reports for director and faculty. Prepares school transfers, check requests, and purchase orders. Handles cash and checks for events. Purchases items for director and faculty, and assists with following purchasing policies for university and grant budgets.
Coordinates the design, writing, and distribution of school publications (alumni newsletters) and public relations materials (recruitment materials, website, social media).
Plans department events, including SEES faculty meetings, annual banquet, annual picnic, regular and special SEES seminars (includes arrangements for visitor travel, space, food, AV needs). Maintains records of meeting minutes.
Does schedule development in CSS. Runs queries. Assists students with registration. Maintains historical data of offerings and enrollments in a form convenient for planning. Enters book requests. Maintains files of curriculum modifications. Monitors enrollments.
Acts as a liaison between director and university officials, faculty, other departments, students, alumni, and the general public.
Manages appointment calendar for the director.
Makes travel arrangements for director, faculty, and visitors to the school.
Proofreads school-level reports and correspondence.
Maintains office supply inventory and orders needed items.
Assists with faculty and staff recruitment. Processes applications. Manages applications and information in HireTouch. Prepares contract requests. Assists the graduate coordinator with stipend and scholarship budgets and the contracting process for graduate assistants. Maintains confidential personnel files.
Interviews, hires, trains, and evaluates student employees. Administers student time both for student office employees and students employed in research labs. Assists with the hiring process for students employed in research labs.
Maintains schedule of vans for the school. Helps find alternate vehicles on or off campus as needed. Reserves vans for other units, as needed (tracking payments). Maintains records of maintenance. Manages gas cards and E-Z Pass.
Submits requests for building maintenance. Maintains records of space usage.
Acts as receptionist when student workers are not present.
Downloads student evaluation data and maintains data in convenient form for faculty RTP and merit evaluations. Prepares projects/surveys for graduate teaching assistants in EvalKit.
Processes scholarship requests in AcademicWorks.
Orders keys for new employees/students.
The above statements are not intended to include all responsibilities, duties and skills, but rather to describe the general nature and level of work.

Minimum Qualifications & Salary:

One year related experience required

High school diploma or GED required
Classified Pay Grade 26/$16.53

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 in changing environment
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
Ability to coordinate or lead others in accomplishing work activities
Knowledge of computer skills, such as MS Office, presentations, spreadsheets and/or database entry/query
Ability to query, run reports and modify data in financial systems
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
Ability to draft office correspondence
Ability to effectively utilize audio/visual equipment

Degree Type:
HS Diploma or GED

Job Type:
Fiscal Year

Salary Type:

Opportunity type:
Full Time

Required Documents:
Cover Letter, Resume