Executive Secretary
Position Number: S-3170
Type of Recruitment: External
Position Summary:
Serves as primary administrative support for the Vice President of University Communications and the Chief Marketing Officer, duties performed are varied and complex which includes management of daily office functions, maintains calendars, prepares agendas, meeting arrangements, event planning and provides office support for University Communications (UCOMM) staff as required. This position manages the day-to-day activities for the Vice President administrative support responsibilities that are highly confidential and sensitive in nature, using initiative without detailed instruction. Acts a liaison with the university community, leadership, and others as needed.
Required Qualifications:
High school diploma or GED.
Four years of qualifying experience or a combination of education and experience that equates to four years.
Experience with Microsoft Word.
Customer service experience.
Spreadsheet and/or database experience.
Organizational skills with strong attention to detail.
Demonstrated positive interpersonal skills.
Effective verbal and written communication skills.
Ability to project a positive attitude.
Ability to manage multiple projects and meet deadlines with accurate results.
Ability to compose, proofread and edit correspondence.
Ability to perform the essential functions of the job.
Preferred Qualifications:
Knowledge of specific software programs and/or mainframe/systems skills may be desired by the hiring department. (i.e. Excel, Access, SAP).
Demonstrated ability to design/maintain web pages may be desired.
Duties & Responsibilities:
Primary support for Vice President (VP) of University Communications and Chief Marketing Officer.
Handles all scheduling for VP and assists other staff with scheduling, as needed.
Coordinates travel arrangements for the Vice President and guests, Executive Directors, and others, as requested.
Works closely with and provides a wide variety of administrative support to all University Communications Teams (Integrated Marketing, Communications, Digital Strategy, and Visual Media).
Responsible for event planning/implementation of various events for the department.
Manages all departmental purchasing functions (office supplies, equipment, outside services/contracts, etc.)
Handles the department email box and main telephone line by responding and following up to requests by internal/external contacts as appropriate.
Supports and assists hiring committees to fill staff positions within the department.
Processes all personnel transactions for temporary and student employees.
Processes and manages department staff and student payroll and maintains all associated records.
Maintains and analyzes a set of complex budgetary records for several accounts by performing bookkeeping-related duties such as reconciliation, monitoring, journal entries, tracks expenditures and processes payments.
Prepares, processes, and tracks all reimbursement vouchers, and maintains records pertaining to the discretionary account.
Manages keys, mail, parking passes, and on-campus dining meal plans.
Processes financial and human resource reports using SAP, Managers Desktop, TimeClock Plus, Personnel Transactions, and PeopleAdmin.
Prepares and manages PNC Active Pay and monthly credit card reconciliation for the department and VP.
Maintains department equipment inventory documentation.
Responsible for sending the Dean’s List to multiple news sources each semester.
Prepares and processes all University Communications and Media Graphix billing (payables/receivables).
Performs other duties as assigned.
Supervision Exercised:
None.
Employee Group: Office Professional
Staff Pay Level: 6
Pay Range: $16.00 - $23.87 per hour, estimated starting rate: $16.00 - $19.00
Division: President
Department: University Communications
Position Status: Regular
Position End Date:
Employment Status: Full Time
FTE: 1.0
Position Type: 12 month
Weekly Work Schedule: M-F 8 a.m. - 5 p.m.; evenings & weekends as required.
Location: Mount Pleasant, MI
Posting Ends:
Open Until Filled: Yes
Message to Applicants:
Central Michigan University is dedicated to fostering a broadly diverse and inclusive campus that respects all social identities, experiences, and perspectives. In an effort to further this initiative, we are especially interested in candidates who will advance and promote an inclusive and supportive environment for every member of our university community.
You must submit an on-line application in order to be considered as an applicant for this position.
Cover letters may be addressed to the Hiring Committee.
Position will remain open until filled. The university reserves the right to close the recruitment process once a sufficient applicant pool has been identified. For best consideration, please submit application materials before Wednesday, November 8, 2023.
To apply, visit https://apptrkr.com/4731681
CMU, an AA/EO institution, strongly and actively strives to increase diversity and provide equal opportunity within its community. CMU does not discriminate against persons based on age, color, disability, ethnicity, familial status, gender, gender expression, gender identity, genetic information, height, marital status, national origin, political persuasion, pregnancy, childbirth or related medical conditions, race, religion, sex, sex-based stereotypes, sexual orientation, transgender status, veteran status, or weight (see https://www.cmich.edu/offices-departments/OCRIE).
If you wish to see “EEO is the Law” posters, please https://www.cmich.edu/docs/default-source/president's-division/ocrie/eeo-is-the-law-poster.pdf?sfvrsn=8ae1a123_10.
CMU does not discriminate on the basis of sex in the education program or activity that it operates, including admission and employment, and is required by Title IX of the Education Amendments of 1972 not to discriminate in such a matter.
Inquiries about the application of Title IX can be made to CMU’s Title IX Coordinator, the US Department of Education’s Assistant Secretary, or both.
CMU’s Title IX Coordinator can be reached at:
Phone: 989-774-3253
Office: 103 E. Preston St.
Bovee University Center, suite 306
Mount Pleasant, MI 48858
Email: [email protected]
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