Human Resources

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

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.