Office Assistant IV

Location
East Lansing MI, MI
Posted
Jun 13, 2018
Institution Type
Four-Year Institution
Working/Functional Title

4-H Online Data Systems Coordinator

Position Summary

Coordinates and initiates a wide range of clerical activities in order to support administrators and to facilitate the functioning of the department or unit. Compiles, verifies, processes and/or analyzes complex and/or specialized department information/data; independently renders decisions; interprets information; apprises customers of appropriate actions in order to facilitate the functioning of the department or unit.

Provide management, training and technical support for the 4-H Online system, including responsibility for leading, managing and providing instruction on how to use the 4-H Online system to MSU staff and volunteers across Michigan, utilizing various delivery methods; development of educational resources and reference materials; act as the lead contact for questions and issues pertaining to 4-H Online, including communication with MSU staff on system updates, changes or issues; analyze data and develop reports to meet local and federal reporting obligations; provide leadership and facilitation to a 4-H Online task force comprised of MSU staff.

The campus of Michigan State University is the preferred location for this position. However, an off-campus, MSU Extension county office may be considered.

Characteristic Duties/Responsibilities

  • Receives, collects and processes complex and diverse information and independently renders decisions in order to contribute to information bases or request specific actions or to provide information for administrators, faculty, staff and external agencies.
  • Prepares and/or assists in developing and compiling analytical reports.
  • Interacts with University personnel, students, external agencies and the public, in order to verify information and makes judgments in order to ensure that records and resultant actions are correct.
  • Schedules appointments and maintains unit administrator(s) calendar(s); maintains files and records applicable to the office, including travel.
  • Facilitates, prepares, and distributes agenda materials and records minutes for regular and special meetings for unit administrators.
  • Assists in preparing administrative reports; independently gathers data and information from a variety of sources and performs research as necessary to screen and relay sensitive information to administrators.
  • Completes a wide range of computer tasks, including correspondence, reports, tables, agreements and other documentation.
  • Types, edits and proofreads correspondence, letters, proposals and other materials.
  • Interprets and summarizes materials in order to keep the administrators, faculty and staff informed of pertinent events and information.
  • Interprets university policies and administrative procedures in response to inquiries and initiates necessary action.
  • Prepares meeting rooms and audio-visual and other technology related needs.
  • Attends meetings with and on behalf of administrators in order to acquire and disseminate information.
  • Interprets terms and conditions of documents or agreements pertaining to expenditure of funds.
  • Orders and maintains inventory of office supplies in order to facilitate the functioning of the department or section.
  • Maintains and reconciles the bookkeeping records for multiple departments and/or programs in order to assist with budget planning, grant proposals and forecasting.
  • Researches and collects data in order to assist in the preparation of grants, proposals and departmental reports.
  • Completes project work independently in order to facilitate the functioning of the department or section.
  • Performs duties normally associated with an Office Assistant III and Accounting Clerk II in order to assist in accomplishing the goals of the office or unit.
  • Unit Specific Education/Experience/Skills
  • Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or related field.
  • One to three years of related and progressively more responsible or expansive work experience in maintaining account ledgers, departmental operations, employment, or in performing tasks related to the area of employment.
  • Experience in word processing, editing and composing correspondence, and maintaining spreadsheets and/or databases.
  • Or an equivalent combination of education and experience.
  • Desired Qualifications
  • Effective oral and written communication skills.
  • Demonstrated ability for accuracy and thoroughness.
  • Strong computer skills, including Microsoft Office.
  • Prior experience creating and developing training materials through video software, such as Camtasia.
  • Ability to lift and carry educational materials, equipment, etc. up to 25 lbs.
  • Ability to travel in local and surrounding communities and occasional long distance travel are required as a regular part of this position.
  • Transportation is the responsibility of the employee.
  • Proven ability in establishing and working with a diverse network of constituents and community members across race, gender, socioeconomic class, disabilities and other differences.
  • Understanding of and ability to implement Civil Rights principles and compliance standards.
  • Has an understanding and commitment to equal access and opportunity and to diversity and inclusivity.
  • Other skills and/or physical abilities required to perform duties of the position.
  • Required Application Materials

    Applicants are asked to submit a current resume/CV, cover letter and four (4) professional references.

    Work Hours

    Generally Monday through Friday, 8am - 5pm with some nights and weekends needed.

     

    Bidding eligibility ends on 6/19/18 at 11:55 PM.

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