Lead Secretary, Procurement and Strategic Sourcing
Wayne State University
June 19, 2018
Essential Functions: JOB PURPOSEServes as the primary administrative support to the Procurement & Strategic Sourcing unit. In that capacity, the Lead Secretary will perform clerical and administrative duties of a complex and confidential nature.ESSENTIAL FUNCTIONSSupport Procurement & Strategic Sourcing to ensure day-to-day office activities are carried out professionally, efficiently, accurately, and seamlessly. Provide daily support to the organization. This includes answering and directing telephone calls for the team, calendaring, filing and other duties as required. These duties include confirming appointments, scheduling and travel arrangements and providing coverage during lunch hours, illness, vacation, etc. to administrative support of the Assistant Vice President for Procurement & Strategic Sourcing.Manage/maintains divisional resources including equipment and office supplies. Coordinate and participate in the preparation of non-academic personnel/payroll actions and procurement/payment activities. Establish, maintain and monitor transactional recordkeeping systems. Interpret and apply internal operation procedures, university policies and contractual agreements accordingly. May possess signatory authority on selected forms and documents.Maintain calendar of AVP and directors/associate directors as directed. Schedule and coordinate appointments, meetings, conferences and travel arrangements. Handle related preparations and follow-up activities as neededPrepare professional word documents, memos, letters, emails and reports, power point presentations, some of which are confidential in nature, for executive management of the Office of the VP, Finance & Business Operations. Coordinate and prepare materials for scheduled meetings, presentations and mailings. Supervise one or more part-time temporary students and/or temporary support staff. Interview and make hiring recommendations, monitor and evaluate performance, plan and assign work activities, train in appropriate office methods and procedures and monitor workflow and staffing levels. Prepare and post updates to the unit Website, including work in the Content Management System, the University bid posting site, and external agency sites.
Qualifications: EDUCATIONHigh school completion (or GED). Knowledge of University policies and procedures preferred.EXPERIENCEMinimum 4 years general office with demonstrated ability to operate complex office equipment, utilize computer software to generate spreadsheets, and good organizational skills.Familiarity with University Administrative applications, (Banner, WayneBuy, TravelWayne.) KNOWLEDGE, SKILLS AND ABILITIESCOMMUNICATIONS - Ability to communicate effectively with others, both orally and in writing. SECRETARIAL SKILLS - Ability to type with speed and accuracy. May be required to use transcription skills.COMPUTER SKILLS - Ability to use Microsoft Office Suite. Ability to use personal computer. BUSINESS SKILLS - Ability to perform basic bookkeeping duties, including the ability to analyze data.ORGANIZING SKILLS - Ability to work under pressure with tight deadlines as well as multi task support for large group.
Internal Number: 76_205303
About Wayne State University
Founded in 1868, Wayne State University is a nationally recognized metropolitan research institution offering more than 400 academic programs through 13 schools and colleges to nearly 32,000 students. Wayne State?s main campus in Midtown Detroit comprises 100 buildings over nearly 200 acres; its five extension centers offer higher education to people throughout Southeast Michigan. Wayne State is dedicated to preparing students to excel by combining the academic excellence of a major research university with the practical experience of an institution that by its history, location and diversity represents a microcosm of the world we live in. Reflecting its location and the excellent international reputation of its graduate schools, particularly in the sciences, Wayne State boasts the most diverse student body among Michigan?s public universities. Its students represent 49 U.S. states and more than 60 countries.