"Secretary Level 3"

Position Summary

Provide responsible independent secretarial support for the offices of the Provost/Vice President for Academic Affairs and the Academic Senate. Provide receptionist duties and support to the VPAA office and staff. Additionally, perform clerical functions to support the Academic Senate Secretary, assist in the coordination of activities and the delivery of services for the Academic Senate committees. This position reports to the Associate Provost. The anticipated start date of this position is January 2026, however, this is an estimated date and can be revised if needed.

Required Education

• Satisfactory completion of two years college or equivalent such as military technical training or business/technical schooling.
• The requirements listed are representative of the knowledge, skill, and/or ability required. Any equivalent combination of education, training, and experience which provides the required knowledge, skills and abilities may be considered. Equivalency for education is two years of work experience equals one year of education.

Required Work Experience

• Two years full-time work experience or equivalent in a professional setting (two years part-time is equivalent to one year full-time). Demonstrated experience with Microsoft Office products, virtual meeting platforms (i.e. Zoom and/or Teams), and excellent communication skills.

Essential Duties/Responsibilities

• Answer or refer inquiries from students, faculty, staff, and the general public regarding established policies and procedures.
• Coordinate activities with other departments.
• Coordinate meetings, conferences, workshops, seminars, by scheduling facilities, preparing agendas, arranging for services and equipment, and taking meeting minutes.
• Work with a variety of confidential documents and confidential issues.
• Establish and maintain physical and electronic filing and record-keeping systems.
• Independently answer routine correspondence. Draft non-routine correspondence for review and approval of supervisor.
• Input, retrieve, download and output information utilizing a computer to access various software programs and systems.
• Perform any/all duties as defined in the Secretary, Level 1 and Level 2 position descriptions.
• Assist with processing curriculum proposals and maintain curriculum proposal documents and software.
• Perform bookkeeping/record-keeping/calculations for departmental budget expenditures, encumbrances, balances and reconciliations, and deposits.
• Prepare and maintain information such as emails, letters, memos, certificates, reports, time keeping sheets, etc., using various computer technology such as Microsoft Office Suite, Adobe and proprietary software.
• Research information as background for incoming and outgoing communications.
• Provide back-up assistance for other clerical positions and perform routine office support duties.
• Carries out supervisory responsibilities in accordance with University policies and applicable laws.
• Maintain the confidentiality of designated information.
• Reports to immediate supervisor(s).
• Cultivate an environment of belonging that values, respects, supports, and celebrates individual similarities and differences, allowing students, faculty, and staff to thrive authentically.
• Support, promote, and develop university student enrollment and retention initiatives.
• Make travel arrangements, process requisitions and pay invoices.
• Maintain inventory and order supplies as needed.
• Any other duties assigned within the position classification area.

Skills and Abilities

• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Handle confidential materials.
• Work effectively as a member of a team and demonstrate effective interpersonal skills in working with others.
• Be tactful, professional, and courteous at all times.
• Communicate effectively with a variety of students, faculty, staff, and visitors in a variety of situations.
• Input, retrieve, download, merge and output information from software programs and systems.
• Interpret student/faculty/staff problems and direct them to the proper resource.
• Operate a variety of office machines and equipment such as computer, facsimile, multi-line telephone, copier, and calculator to include making minor adjustments (requires some mechanical aptitude).
• Perform basic mathematical operations with accuracy.
• Plan, organize, and make sound judgments and decisions.
• Use computer software such as word processing, spreadsheets, databases, Adobe, and proprietary products.
• Utilize the rules of proper grammar, correct spelling and punctuation, and correct arrangement of information.

Additional Details

Department: 31000 - Academic Affairs

Advertised Salary: $20.45 per hour; hourly rate pursuant to the FSU and CTA/MEA-NEA Agreement

Benefits: Comprehensive benefit package (health care, vacation, etc.). Please see the following link for a list of benefits offered with this position. Clerical Tech Association (CTA)

FLSA: Non-Exempt

Position Type: Staff - Continuing - Full-Time - 12 Month - Just Cause

Union Group: Clerical-Technical Association (MEA-NEA)

Physical Demands: Office Environment, Bending, Sitting

Required Documents: Cover Letter, Resume, Unofficial Transcript 1

Special Instructions to Applicants: Unofficial Transcript 1 (REQUIRED): Applicants must attach a copy of unofficial transcript of two years of college completion. If you do not have a college transcript, please write a justification explaining how your work experience is equivalent to the required education and attach that justification in lieu of the transcript. Transcript must include: Institution name, applicant name, date degree attained, degree awarded. Finalist will be required to submit an official transcript (if applicable).

Initial Application Review Date: December 8, 2025

Open Until Position is Filled?: Yes

EEO Statement: Ferris State University, an Affirmative Action/Equal Opportunity employer, is committed to enhancing equity, inclusion, and diversity within its community. Ferris offers employment opportunities to qualified candidates seeking careers in a student-focused environment that values opportunity, collaboration, diversity and educational excellence. Learn more about the Ferris Mission and community at ferris.edu. The University actively seeks applications from women, minorities, individuals with disabilities, veterans, and other underrepresented groups. For more information on the University’s Policy on Non-Discrimination, visit: Ferris Non-Discrimination Statement.