EXECUTIVE OFFICE SPECIALIST
|
|
|
| Qualifications | This position provides administrative assistance to the Executive Director of Auxiliary Services and support for all departments reporting to Auxiliary Services as needed. Responsibilities include the coordination of varied and complex projects including data collection/reporting for vending commissions, record retention in Perceptive Content ImageNow, schedule management, journal/invoice posting, reconciliation, budget maintenance/support, supervision of student staff, record/time keeping for both Residence Life and Auxiliary Services and reporting in support of the functions for Auxiliary Services. This position requires a high degree of autonomy and responsibility. 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 accommodation. |
|---|---|
| Preferred Qualifications | Experience with financial management and bookkeeping. Experience with SAP. Accounting background. Ability to accurately analyze payroll systems and make recommendations. Experience coordinating projects with others. Student supervisory experience. |
| Duties & Responsibilities | Business / Accounting: Processes accounts payable for Campus Dining and Printing Services. Reviews and processes purchase orders, internal billing invoices, journal transfers and other forms of transfers/payments for Auxiliary Services. Reconciles department credit card charges, via Visa Spend Clarity Active Pay. Reconciliation of Auxiliary Services unit monthly sales, gift card account(s), credit cards and departmental cost centers, as per the financial records/balances in SAP. Reviews and processes accounts payable, purchase orders, internal billing invoices, journal transfers, and other dorms of transfers/payments for Auxiliary Services departments, including the Office of Residence Life. Assists Executive Director and the Director of Auxiliary Operations with budget development for all areas within Auxiliary Services. Assists staff in tracking and researching expenses and revenue, as requested. Adheres to CMU accounting and payroll policies and procedures and assists in ensuring departmental conformity. Collects, compiles and prepares the Auxiliary Services Annual report, Budget report and the Executive Director’s quick facts book. Payroll: Searches and retrieves Work Study reports bi-weekly in order to monitor all 11 Res/Aux department work study balances and all Res/Aux individual student balances. Coordinates and oversees all aspects of Auxiliary Services and Residence Life payroll and CMU’s timekeeping system. Maintains wage / budget spreadsheets for Auxiliary Services. Retrieves bi-weekly timekeeping wage reports by task code; communicates wage and budget information to the Auxiliary Services senior staff personnel. Audits timekeeping system entries to ensure accurate and timely input of all payroll information for all 11 Res/Aux departments, including assisting Payroll with corrections both in the timekeeping system and SAP. Verifies schedules and processes time off from work for multiple Auxiliary Staff under the Executive Director’s supervision. Conducts FMLA and timekeeping system training as needed. Vending Services: Oversees, maintains, and distributes all commissions from campus vending machines. Annually prepares consolidated and summary spreadsheets for the Executive Director and the Director of Auxiliary Operations for Auxiliary Services. Prepares and distributes vending commissions to all Residence Life social accounts. Interprets and communicates contracts with third-party vendors and monitors renewal status and expiration of contracts. General: Projects a professional, friendly, and positive attitude as the first point of contact for the Auxiliary Services main office. Coordinates, supervises, trains, and independently maintains the Aux. Services record retention in Perceptive Content. ImageNow. Works with OIT staff to implement new system file drawers/documents to be stored in Perceptive Content. ImageNow. Auxiliary Services webpage Collaborator. Hires and supervises Auxiliary Services student office assistants. Acts as departmental proofreader. Coordinates Auxiliary Services Executive Director’s workday calendar, schedule meetings, maintains the department files and provide phone/email support. Attends departmental staff meetings and prepares minutes. takes notes. Ensures appropriate inventory of office supplies and orders as needed. Conducts special projects and assignments as directed by the Executive Director. Assists in the training of other business areas as needed. |
| 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. |
| Employee Group | Office Professional |
| Staff Pay Level | 6 |
| Pay Range | $16.00 - 23.87 per hour; estimated starting range $16.00 - 19.00 |
| Division | Finance and Administrative Services |
| Department | Auxiliary Operations |
| Position Status | Regular |
| Position End Date | |
| Employment Status | Full-Time |
| FTE | 1.0 |
| Position Type | 12 month |
| Weekly Work Schedule | Typically M-F, 8 am to 5 pm |
| Location | Mount Pleasant, MI |
| About the Department | Auxiliary Services has over sight for the following departments on campus: Auxiliary Operations, CentralCard Office, CMU Bookstore, CMU Dining, Events & Conference Services, Printing Services and University Events |
| 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 (*).
- * 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 experience with Microsoft Word?
- Yes
- No
- * Do you have four years of qualifying experience or a combination of education and experience that equates to four years?
- Yes
- No
Optional & Required Documents
Required Documents
- Resume/Curriculum Vitae
- Cover Letter
- List of References
- Recommendation Letters
