Executive Office Specialist, S-3474

Posted: 10/13/2024

Administrative, Support & Clerical

EXECUTIVE OFFICE SPECIALIST

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button at https://www.jobs.cmich.edu/postings/41539.

Position Information

Posting Number	S-3474
Position Number	62930
Type of Recruitment	External
Position Title	EXECUTIVE OFFICE SPECIALIST
Position Summary	Duties performed are of a complex and varied clerical/technical nature, usually supporting a major function, department, or unit of the University. This is the most senior level clerical job handling substantial clerical/administrative details and duties. It incorporates elements of other levels with a majority of effort associated with more complex clerical technical support services or programs. The level of independence at this level has a high degree of autonomy/responsibility for complex duties that may be broad and varied or narrow but focused.
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 position with or without reasonable accommodation.
Preferred Qualifications	Knowledge of specific software programs and/or mainframe/systems skills (i.e. Excel, Access, SAP). Demonstrated ability to maintain web pages.
Duties & Responsibilities	Reviews faculty and graduate assistant personnel transaction forms, determines benefit eligibility and bargaining unit status, and drafts and issues corresponding contract letters, customizing language consistent with collective bargaining agreements and appropriate benefit status. Responsible for managing the graduate assistant appointment letter distribution, coordinating each semester with CMU HR/SAP necessary updates to the various letter templates and attachments and testing the reports; executes the audit report and analyzes the audit data, and executing the distribution report; retrieves and retains all processed letters and maintains master distribution list. Acts as the first point of contact for all new faculty and graduate assistants, preparing and assisting with onboarding, including tracking, collecting, and processing of new hire paperwork. Conducts criminal history checks, as needed. Responsible for updating and maintaining an Access database and FTE report for faculty salary budgeting; audits and analyzes data and prepares university wide report as well as customized by-unit reports; this includes compiling various reports for Academic Planning & Analysis for annual data freeze. Responsible for SAP data entry for faculty and graduate assistant payroll and personnel activity, including but not limited to cost distribution changes, overloads and supplemental assignments, address changes, name changes, residence status, etc.; provides backup for processing other employment activity, as needed. Executes reports in SAP, including but not limited to Affordable Care Act Workhour Limitation reports, Separation SharePoint report, State of Michigan ~Completes new hire reporting, as well as other ad hoc reports, as required. Oversees all document scanning of employee personnel files and acts as the liaison with OIT on matters related to Perceptive Content. Serves as backup for department’s website collaborator by assisting with day-to-day maintenance of the Faculty Personnel Services’ website and associated pages and SharePoint sites. Represents FPS to faculty, graduate assistants, department personnel and the general public; responsible for answering and/or triaging as appropriate questions received via walk-in, FPS’ designated telephone line or designated email address. Assists with the Employment Eligibility Verification process (I-9) by verifying employee documents that establish identity and employment eligibility for new faculty and graduate assistants; this may include making arrangements for completing an I-9 remotely using a designated agent or serving as a designated agent for other institutions of higher education through reciprocal processing. Manages and maintains memberships of various university-wide email lists. Coordinates and maintains a complex calendar for the Executive Director, scheduling meetings and appointments related to confidential matters of faculty employee relations and collective bargaining by coordinating schedules of attendees both internal and external to CMU, procuring meeting space and ensuring that meeting logistics and materials are provided; administers travel arrangements, including reservations, registration, payments, etc., and provides travel documents and itineraries. May provide administrative or day-of support for the university retirement ceremony, the university service award program, new faculty orientation, or other events. Responsible for purchasing, tracking, and maintaining supply and fixed assets inventory. Reconciles the Faculty Personnel Services budget and assists with department credit card reconciliation. Interviews, hires, trains, schedules and supervises student assistants; approves student time in CMU’s timekeeping system. Assists with special projects as requested by supervisor and other administrators, as assigned.
Supervision Exercised	None.
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. This 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 on or before Thursday, 10/24/2024.
Employee Group	Office Professional
Staff Pay Level	6
Pay Range	$16.00 - 23.87 per hour; estimated starting range $16.00 - 19.00
Division	Academic Affairs
Department	Faculty Personnel Services
Position Status	Regular
Position End Date
Employment Status	Full-Time
FTE	1.00
Position Type	12 month
Weekly Work Schedule	M-F, 8a-5p; evenings and weekends, as necessary
Location	Mount Pleasant, MI
About the Department	Faculty Personnel Services is the academic human resources office of Central Michigan University, supporting the needs of faculty, students, and the administration in matters relating to or arising from academic employment. More information is available on the Faculty Personnel Services webpage.
About CMU	Central Michigan University has a more than 125-year legacy of preparing students to become leaders and changemakers in their communities and in their personal and professional lives. We serve nearly 15,500 students on our Mount Pleasant campus, in satellite locations around the state and throughout the country, and through flexible online programs. Many of our approximately 300 undergraduate, master’s, specialist and doctoral programs in the arts, media, business, education, human services, health professions, liberal arts, social sciences, medicine, science and engineering are nationally ranked for excellence. CMU leads the nation in leadership development programming through our Sarah R. Opperman Leadership Institute, and we are proud to be among only 5% of U.S. universities in the top two Carnegie research classifications. Our faculty work with graduate and undergraduate students in areas such as Great Lakes research, medical innovation, engineering technology and more. Central is home to 17 men’s and women’s Division 1 sports including football, basketball, gymnastics, baseball, wrestling and more. Our student-athletes achieve great success in competition and in the classroom, capturing Mid-American Conference championships and maintaining an average cumulative GPA of 3.17. CMU is located in Mount Pleasant, a community that blends the best of small-town living with big-city amenities. It’s part of the culturally varied and vibrant Great Lakes Bay Region that also includes Saginaw, Bay City, Midland and the state’s largest Native American community, centered on the Saginaw Chippewa Isabella Reservation in Mount Pleasant. Area residents enjoy the mix of outdoor activities, cultural events, shopping and dining options, and family attractions. Other major Michigan destinations and attractions — Lansing, Grand Rapids, Detroit, Traverse City, wineries, beaches, golf and ski resorts, and many more — are within easy reach of the city’s central location in Michigan’s Lower Peninsula. CMU employees enjoy access to a nationally recognized wellness program along with health care and benefits that exceed regional, state and national norms.
CMU Leadership Standards	Central Michigan University is a place where we value students and work for their success, where we act as family, and where employees are engaged, appreciated and have extraordinary opportunities to make a difference. We intentionally maintain and strengthen the hallmark CMU culture that sets us apart from our peers by expecting CMU leaders and employees to model the following Leadership Standards and develop them within their teams. Please review the Leadership Standards before applying for this position.
EEO Statement	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 click here. 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: titleix@cmich.edu
Posting Ends
Open Until Filled	Yes

Supplemental Questions

Required fields are indicated with an asterisk (*).

* How did you learn about this vacancy?
- CMU Website
- Chronicle of Higher Education
- HERC (Higher Education Recruitment Consortium)
- HigherEdJobs.com
- InsideHigherEd.com
- Michigan Works Talent Bank
- Newspaper
- Professional Journal/Website
- Other Source
* Are you currently an internal employee of CMU according to the university's definition?
- Yes
- No
* If yes, to which employee group do you belong? (If not applicable, select "Not Applicable").
- Not Applicable
- Dispatcher
- Medical Faculty
- Office Professional
- P&A, SO or Faculty
- Police
- Public Broadcasting
- Sergeant
- Service Maintenance
- Supervisory/Technical
* Do you have a high school diploma or GED?
- Yes
- No
* Do you have four years of qualifying experience or a combination of education and experience that equates to four years?
- Yes
- No
* Do you have experience with Microsoft Word?
- Yes
- No
* Do you have customer service experience?
- Yes
- No
* Do you have spreadsheet and/or database experience?
- Yes
- No

Optional & Required Documents

Required Documents

Resume/Curriculum Vitae
Cover Letter