Administrative Assistant III, BHEARD Program Manager

East Lansing, MI
Mar 16, 2017
Institution Type
Four-Year Institution

Michigan State University has been working to advance the common good with uncommon will for more than 150 years. One of the top research universities in the world, MSU focuses its vast resources and collaborative power on creating solutions to some of the world’s most pressing challenges, while providing life-changing opportunities to a vibrant and diverse community of students and scholars, athletes and artists, scientists and leaders.

Posting Number: 5109

Internal Posting Date: 03-15-2017

Internal Closing Date: 03-21-2017

External Closing Date: 03-29-2017

Review of Applications begins on:

Job Title: Administrative Assistant III

Position Title/Rank:

Multiple Position Numbers:

Multiple Position Numbers:

Major Administrative Unit/College: College of Agriculture and Natural Resources

Primary Department: 10002036 AG FOOD & RESOURCE ECONOMICS - ANR

Position Employee Group: Professionals-AP

Appointment Basis:

Appointment Status:

Employment %: 100

Full-Time/Part-Time: Full-Time

Work Hours: Standard 8-5

Varied Work Hours (if applicable):

Limited Term/Flexible Appointment/Off-Date Information: This position is funded until September 30, 2021 with possible extension contingent upon funding renewal.

Faculty: Salary Range Support Staff: Pay Minimum Salary Negotiable

If flex, dates of annual flex leave:

Pay Grade Level: 13

Position Summary: Monitors daily operation of BHEARD Student Affairs office, as well as formulation and coordination of priorities for all divisions of the MSU BHEARD Office (Affairs, Financial, Communications, etc.); coordinates regional BHEARD staff; Monitors, reviews, and triages BHEARD email; Maintains accuracy and organization of files on BHEARD shared drive, BHEARD email, and academic records in BHEARD student database (TerraDotta); Assists in designing and developing standard operating procedures for Student Affairs division. Makes determinations, decisions, and recommendations regarding program policies, and consults with co-directors as needed; Researches and compiles information on program costs, university and sponsor policies and procedures to assist with planning, projects, and reports; assists co-directors with planning of long-range program activities and/or program maintenance. Works closely with Student Affairs staff to make judgements on student progress issues; Works closely with co-directors in developing and implementing policies and procedures relevant to students' program completion and ease of participation (for USAID missions and training universities). Acts as a resource person on BHEARD and USAID policies; represents co-directors on questions regarding BHEARD program, and responds to inquiries by email, phone, etc.; develops, presents and coordinates webinars, Q&As, and other instructions to orient and update new and existing students, advisors, and universities to the BHEARD program. Reviews and updates important program documents (such as BHEARD Stakeholder Compact) to accurately reflect program and sponsor policies; determines and compiles information for handbooks U.S. and regional students, as well as for regional coordinators; gathers data, makes calculations, and assists in preparing content for annual sponsor reporting; assists Communications Manager in preparing materials for publicity. Corresponds with sponsoring units to facilitate visa issuing process; responsible for preparing, reviewing, and maintaining documentation for visas; maintains student files in USAID visa database (TraiNet); interprets USAID and immigration regulations regarding international higher education training.

Faculty: Minimum Qualifications Support Staff: Minimum Requirements Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in social sciences, education, liberal arts, or business, or a field which corresponds to the particular employing unit; three to five years of related and progressively more responsible or expansive work experience in management, policy development, program design, word processing, database, spreadsheet, and web page software; and/or in performing responsibilities closely related to the operational activities of the employing unit or an equivalent combination of education and experience.

Typing Requirements (wpm):

Desired Qualifications: Experience in higher or post-graduate education office; experience working with international students; familiarity or prior experience with USAID; ability to solve problems, use initiative, and think creatively; ability to handle multiple tasks simultaneously, effectively prioritize workload (individual, and of the general office), and manage deadlines in a pleasant and professional manner; proficiency with computers, especially navigating internet-based databases and designing non-financial spreadsheets; very good written and oral communication skills, including ability to compose clear, concise, and informative emails; excellent organizational skills and strong attention to detail; experience with document formatting and editing; demonstrated experience to successfully work independently and in a team.

Summary of Health Risks and Physical Demands (if applicable):

Required Applicant Documents: Resume/CV
Cover Letter

Optional Applicant Documents: Other Document

Number of Reference Letters Required: No letters required

Special Instructions to Applicants:

Department Website Address:

Name/Title/Email Address of Search Committee Chair:

If flex, dates of annual flex leave:

If flexible appointment, indicate end date of annual flex leave:

If flex, number of months worked per year:

Web Address for Posting:

Union Affiliation: Union

MSU is an affirmative action, equal opportunity employer. MSU is committed to achieving excellence through cultural diversity. The university actively encourages applications and/or nominations of women, persons of color, veterans and persons with disabilities.


Similar jobs

Similar jobs