Office Assistant III

East Lansing MI
Jan 11, 2018
Institution Type
Four-Year Institution
Position Summary

Basic Function and Responsibilities

The Office Assistant for Leadership Development and Fall Welcome serves as the main support for the Associate Director of Student Life for Leadership Development and Fall Welcome. In this role, they are responsible for maintaining the Fall Welcome web page and the web site for the Department of Student Life. They also provide support and manage all publications for leadership and orientation programs, as well as monitor the department email account and respond to inquiries as appropriate. They serve as the backup supervisor for the student office assistants and process the hiring, payroll and termination of student employees for the Department of Student Life.

Characteristic Duties and Responsibilities

  • Receives, collects and processes information and independently renders decisions in order to contribute to information bases or request specific actions.
  • Processes information in order to analyze options and to resolve problems.
  • Interacts with University personnel, students, external agencies and the public, verifies information and makes judgments in order to ensure that records and resultant actions are correct.
  • Prepares and processes requests in order to have materials ready when needed.
  • Interprets terms and conditions of documents or agreements pertaining to expenditure of funds.
  • Drafts and types memos and proposals, reviewing and editing as necessary.
  • Completes project work independently in order to facilitate the functioning of the department or section.
  • Performs duties normally associated with an Office Assistant I, Office Assistant II, Accounting Clerk I and Accounting Clerk II in order to assist in accomplishing the goals of the office or unit.
  • Process student and on-call/temp hiring, payroll and terminations for the department, including I-9 verification
  • Provide support for all Leadership programs and events and Fall Welcome/Orientation activities.
  • Provide support and manage all leadership and orientation publications and programs, and have a working knowledge of on-line design publication programs.
  • Assists with securing funding in support of Fall Welcome/Orientation activities.
  • Serve as departmental web manager.

Communications/Interpersonal Relationships - Interacts with:

  • Supervisor/Office Staff - in order to receive instruction, verify information and provide requested materials.
  • Faculty/Staff/Students/Public - in order to exchange information and assist in problem solving.
  • Co-workers - in order to assist in the completion of duties.
  • University Departments - in order to exchange information and coordinate jobs.
  • Outside Agencies/Institutions - in order to order services or provide requested materials or information and to verify information.

Reporting: The Office Assistant in this position reports to the Associate Director for Student Life for Leadership Development and Fall Welcome.

Responsibility for the Work of Others: Provide support to Student Employees during their supervisor's absence.

Responsibility for Health/Safety of Others: No assigned responsibility.

Impact on Programs/Services/Operations: Errors in the accuracy of collected or distributed data could cause incorrect decisions to be made by departments, University officials and/or external agencies, including budget allocations, and grant approvals. The quality of the work performed reflects upon the image of the Department, its staff, and the University as a whole.

Work Environment: Standard office environment. The job requires moderate physical effort and involves sitting in one position and viewing a computer screen 26-75% of the time.

Unit Specific Education/Experience/Skills

Knowledge normally acquired through a high school education; three to five years of related and progressively more responsible or expansive work experience in word processing,spreadsheet, database and/or desktop publishing software; presentation and webpage software; typing and filing; maintain accounting ledgers; may require knowledge of technical or medical terminology and/or technical knowledge or training related to the field of employment; or an equivalent combination of education and experience.

Additional Qualifications

  1. Require valid vehicle operator's license where needed to perform duties of the position.
  2. Other skills and/or physical abilities required to perform duties of the position.
  3. This position requires, or will require prior to the completion of the probationary period: knowledge of basic personal computer terminology and operations, and the ability to utilize e-mail and the internet.
  4. The position will require knowledge in web-based publication design programs, and website management and design.
Desired Qualifications
  1. Experience in graphic design with a working knowledge of Adobe Acrobat, InDesign, and web-based programs, Word Press and Contribute. Some experience with social media.
  2. Proficient with Microsoft Office programs including Publisher, Outlook, Word, Excel, and Power Point.
  3. Experience with Michigan State University’s HR/payroll system, SAP.
  4. Careful attention to detail and excellent grammar, writing, editing and verbal communication skills
Required Application Materials
  1. Resume
  2. Cover letter
  3. Three professional references
Work Hours


Bidding Eligibility Ends 01/16/2018