Executive Secretary II

Job description

Position Summary

This positon serves as the executive secretary for the Director and Associate Director for the Health and Nutrition Institute of Michigan State University Extension (MSUE) and fulfills a wide variety of responsibilities that require professional judgment, independent decision-making, and professional experience in order to represent the Director, Associate Director and Extension to multiple high-level internal and external stakeholders as well as community leaders. Essential to the success of this positon is the ability to develop and maintain positive and cordial relationships with Extension and College of Agriculture and Natural Resources (CANR) executive leadership including the MSUE administrative team, university officials, and internal and external partners. An important element of this position is acting as a liaison between the Director and Associate Director of the Health and Nutrition Institute and all of the above-mentioned units and individuals in order to provide information and feedback.

Responsibilities also include: researching for relevant information and then drafting policies and procedures; drafting correspondence for the Director and Associate Director; triaging requests for meetings and managing the complex and very tight calendars with independent ability to “bump and reschedule” or cancel appointments to facilitate physical presence across the state of Michigan; interprets, summarizes and relays sensitive information or materials in order to keep the Director and Associate Director well informed; booking travel and reimbursements;  leading or assisting in the planning of various events and meetings. The executive secretary may also provide supervision for student and support staff employees in the future.    

Characteristic Duties/Responsibilities

  • Prepares correspondence for the Administrator, including drafting responses, taking and transcribing dictation and sorting, reviewing and distributing mail.
  • Monitors the operations of the Department in order to ensure that procedures and policies are followed and to keep Administrator informed.
  • Compiles information in order to produce periodic reports.
  • Maintains administrator’s calendar, including scheduling meetings and making travel arrangements.
  • May assist in supervising and training office personnel in order to oversee the day-to-day operations of the Office and/or Department.
  • Reads and summarizes materials in order to keep the Administrator informed of pertinent events and information.
  • Unit Specific Education/Experience/Skills
  • High School education with course work in word processing, typing, shorthand, and grammar.
  • Five to eight years of related and progressively more responsible or expansive work experience in maintaining account ledgers, word processing, editing, composing correspondence, taking dictation, spreadsheet, database, desktop publishing and/or presentation software.
  • Or an equivalent combination of education and experience. 
  • Desired Qualifications
  • Prior supervision experience.
  • Effective oral and written communication skills.
  • Demonstrated ability for accuracy and thoroughness.
  • Strong computer skills, including Microsoft Office.
  • Experience with MSU policies and procedures for booking and processing travel, including transportation and coordination of payment process.
  • Familiarity with set-up and use of equipment used during presentations and meetings, including, but not limited to videoconferencing and audio conferencing equipment, and troubleshooting equipment failures.
  • Ability to lift and carry educational materials, equipment, etc. up to 25 lbs.
  • 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

    STANDARD 8-5


    Bidding eligibility ends on 7/17/18 at 11:55 PM.




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    Job No:
    Posted: 7/11/2018
    Application Due: 7/31/2018
    Work Type: