Administrative Secretary, Office of University Communications
Full-Time, Non-Exempt , Support Staff (Secretary/Clerical)
Pay Grade: 5
Pay Range: $20.20 - See Support Staff Contract
JOB SUMMARY: The Administrative Secretary will provide administrative and clerical support to the Executive Director of University Communications and staff. The Administrative Secretary will be the “first point of contact” in the department from a personal reception and telephone reception perspective.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Receive requests for department services and route/refer to appropriate department staff for follow-up.
- Coordinate tasks for external client relationships with business partners (advertising agencies, media companies, e.g.), including blanket purchase orders, processing invoices, updating budgets and spreadsheets, etc.
- Coordinate tasks for contracted services contracts (photography, content writing, e.g.).
- Receive, compose, and archive orders for university memo pads and business cards.
- Prepare check requisitions, purchase requisitions, Graphics Center forms, journal transfer emails, etc.
- Post news releases on the SVSU website, including multimedia elements (photos, videos, e.g.).
- Prepare spreadsheets with student information and post information for hometown news releases, using an online distribution service such as Merit.
- Send University Communications email blasts to on-campus and outside affiliates as directed.
- Assist with proofreading of documents and other publications, as needed.
- Receive and distribute mail and correspondence to department staff.
- Update and maintain mailing/contact lists for media outlets, advertising media, Interior, etc.
- Supervise general office student employees and provide oversight of all student employees, including reviewing, recording, and approving student hours on Ultratime. Coordinate orientation program for new student employees. Update and monitor the student employment budget for the office, as well as processes required by
- Career Services and/or other SVSU departments.
- Schedule appointments including photo/video appointments, student interviews, meetings, etc.
- Assist with completing and submitting appropriate forms for staff travel, travel expenses, and procurement card transactions.
- Update request list, order laminating services from the Graphics Center, and distribute media parking passes.
- Maintain licensing communication tied to SVSU logo and SVSU brand elements.
- Maintain office supplies, including inventory and ordering.
- Organize and submit departmental facilities work and maintenance requests, per approval by designated supervisory personnel.
- Organize and maintain office filing systems.
- Other duties, as assigned.
SUPERVISION RECEIVED: Direct supervision received from the Executive Director of University Communications. Additional work assignments, direction, and guidance may be provided by the University Communications administrative staff.
SUPERVISION EXERCISED: Assist with the training and supervision of student employees.
MINIMUM QUALIFICATIONS:
- High School Diploma or equivalent with additional education, training, or certification in a related field.
- Three years of job-related clerical experience, preferably in higher education, including excellent spelling, grammar, punctuation, basic math skills, and oral and written communication skills.
- Demonstrated capacity to multi-task and be highly organized in a high-paced, deadline-driven environment.
- Demonstrated customer service skills and interpersonal skills to interface with faculty, staff, students, and the general public.
- Demonstrated ability to understand and apply the internal ticketing systems effectively.
- Personal computer proficiency (Microsoft Office Suite) and ability to learn specialized software programs, including web development.
- Demonstrated ability to understand and utilize various systems and online forms (Purchasing, HR, e.g.).
- Personal technical expertise and computer proficiency, including Excel, Word, Adobe Illustrator, Photoshop, database programs, Office 365, and others.
- Knowledge of basic bookkeeping or accounting principles.
- Ability to respond to differing situations in the work routine by applying established policies and procedures.
- Ability to demonstrate sound judgment in fielding media inquiries.
- Ability to be self-motivated.
- Ability to work cooperatively and communicate professionally with faculty, staff, students, and the general public.
- Experience and ability to positively interact with diverse student populations and groups.
- Ability to work independently with minimal supervision and accept direction from multiple and diverse staff/faculty members.
- Ability to organize, prioritize, and expedite workload, working under occasional time pressure.
- Ability to occasionally handle differing, non-routine work situations and problems by exercising independent judgment and initiative.
- Ability to maintain confidentiality of files and records.
- Ability to learn technical/discipline-specific terminology.
- Ability to perform the essential duties of the position with or without accommodation.
WORKING CONDITIONS:
Duties are generally performed indoors and are not exposed to adverse conditions.
Open Until Filled
Applicants must apply online at jobs.svsu.edu
About SVSU:
Saginaw Valley State University is a comprehensive university with more than 100 programs of study for its roughly 7,000 students. Located on a suburban campus in Michigan’s Great Lakes Bay Region, SVSU is committed to a supportive and empowering environment for students, faculty and staff. For eight consecutive years, SVSU has been recognized as a “Great College to Work For” (2016-2023).
SVSU emphasizes undergraduate teaching and learning, and community-based research. SVSU earned the Community Engagement classification from the Carnegie Foundation for the Advancement of Teaching, a distinction achieved by only 7 percent of U.S. colleges and universities. By their senior year, 84 percent of students have engaged with community employers and agencies in internships, field placements or some other component of their academic preparation.
SVSU is establishing itself as a leader in STEAM education for the Great Lakes Bay Region, partnering with businesses, foundations and school districts to improve students’ performance in math, science and the arts at the middle school, high school and university levels.
More than 70 percent of SVSU freshmen live on campus in student housing that has been rated No. 1 among public universities in the U.S. (2018-2023). SVSU fields 19 varsity sports at the NCAA Division II level. The average class size is 23 students. For more information, please visit our website http://www.svsu.edu.
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