Human Resources

Title: Secretary - Continuing Education/Distance Education
Classification: C2
Department: Continuing Education/Distance Education

Job Summary:
Provide clerical support for the office of Continuing Education.

Primary Duties & Global Responsibilities:

• Prepare informational materials such as telecourse handbook and ITV Faculty Training handouts.
  
• Schedule ITV rooms and courses on the ITV system.
  
• Arrange for the duplication of video tapes.
  
• Mails video tapes and other materials to distance education students as needed.
  
• Arrange for the booking of ITV and/or satellites receive site rooms and support services.
  
• Oversee the ITV room supplies to assure that instructional materials are available when needed by faculty.
  
• Assists in the planning and implementation of conferences, teleconferences and special projects.
  
• Support faculty members who are teaching continuing education and or distance education courses.
  
• Word-processing and preparation of materials such as reports, memorandums, course syllabi, correspondence from handwritten copy and/or machine tapes.
  
• Proofread and correct materials typed; edit grammatical errors.
  
• Perform receptionist duties such as receiving visitors, answering the telephone and taking messages.
  
• Maintain filing and/or database and record keeping systems on paper and/or computer.
  
• Prepare reports as requested which may require compiling and computing statistical data.
  
• Prepares IDC's, travel vouchers, deposit requisitions and other forms for the department.
  
• Answer or refer inquiries from students, faculty, staff, and the general public regarding established policies and procedures; answer routine inquiries; and schedule appointments and meetings, facilities and events.
  
• Other related duties as assigned.
  

Secondary Duties & Responsibilities:

• Makes and confirms travel arrangements.
  
• Schedules appointments and arranges meetings.
  
• Takes, transcribes and distributes departmental meeting minutes.
  
• Receive, opens, routes mail and may compose responses to standard inquiries.
  
• Order supplies as needed or requested.
  

Minimum Required Qualifications:

• High school graduate.
  
• Minimum of two years related experience and/or relevant training.
  
• Ability to work under pressure and meet deadlines.
  
• Ability to maintain positive interpersonal relationships.
  
• Ability to operate office equipment.
  
• Ability to provide quality customer service.
  
• Ability in maintaining satisfactory work performance and attendance records.
  
• Possess strong verbal and written communication skills.
  
• Type 45 wpm accurately; spelling competency (minimum 80% accuracy).
  
• Experience with various computer software applications.
  

Desired Qualifications:

• Some college course work.
  
• Experience in higher education.
  

Supervision Received:
Receives supervision and work assignments from a designated supervisor, although other staff members in the unit may provide work direction.

Supervision Exercised:
May be responsible for the coordination of work assignments for student employees.

Revised Date: September 1997 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.