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Graduate Secretary - Secretary III

Michigan State University
East Lansing
Closing date
Jul 28, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
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Job Details

Job no: 718700
Work type: Support Staff
Pay Grade: 09
Major Administrative Unit / College: College Of Engineering
Department: Chemical Engineering And Materials Sci 10016140
Sub Area: CT- Clerical Tech.
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Office/Clerical Support, Clerical Technical- CT, Full Time (90-100%), Union
Working/Functional Title

Graduate Secretary

Position Summary

Provides support as department secretary for the graduate program. Establishes and maintains graduate student filing system (electronic and hard copy) for use of graduate program directors and faculty or other administrative units as appropriate; the successful candidate is responsible for keeping current graduate student information in spreadsheets and multiple databases; facilitates admissions process using GAMS/Slate; responsible for graduate student hiring including the preparation of graduate assistantship TA and RA letters, processing appointment forms in EBS, I-9’s, fellowship forms, pay rate changes, cost redistributions, change of status forms, and terminations; enters Administrative Action forms using the Registrar’s website; requires use of many systems including SIS, Campus Solutions (CS), GradPlan and Graduate Reporting System; processes drops/adds, overrides, grade changes and enrollment corrections; schedules all graduate oral examinations and prepares/submits the necessary documents; helps oversee various graduate student evaluation and training processes; tracks and assigns office space; works independently and completes work with frequent interruptions.

Unit Specific Education/Experience/Skills

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

Desired Qualifications

Experience in a university academic unit; proficient in Microsoft Office/Excel and university systems including but not limited to: SIS, Campus Solutions, GAMS/Slate, GradPlan and the Graduate Reporting System; ability to create/produce documents and reports with few errors; ability to merge letters, maintain spreadsheets and update databases; ability to provide reports using available software and multiple databases maintained by the Graduate School, the College of Engineering and the Department of Chemical Engineering and Materials Science; outstanding customer service skills and ability to maintain the highest levels of confidentially and sensitivity with respect to personnel issues; excellent organizational skills; ability to prioritize and work independently; ability to anticipate possible issues and find solutions as appropriate; ability to work effectively under pressure.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Please submit a cover letter, resume and two professional references.

Work Hours


Bidding eligibility ends 7/21/2021 at 11:55 PM

Advertised: Jul 15, 2021 Eastern Daylight Time
Applications close: Jul 28, 2021 Eastern Daylight Time


Working at Michigan State University 

Spartans work every day to advance the common good in uncommon ways.

Together, we tackle some of the world’s toughest problems to find solutions that make life better—from alternative energy to better food safety to breakthrough medical and environmental applications achieved through rare isotope research.

We teach. We explore and we discover. We collaborate and lead. We innovate, inspire, and empower. We achieve our potential and create circumstances that help our students and others achieve theirs.

We're good at it, and we've been at it for more than 150 years.

The nation’s pioneer land-grant university, MSU began as a bold experiment that democratized higher education and helped bring science and innovation into everyday life. The revolutionary concept became a model for the nation.

Today, MSU is one of the top research universities in the world—on one of the biggest, greenest campuses in the nation. Home to nationally ranked and recognized academic, residential college, and service-learning programs, we’re a diverse community of dedicated students and scholars, athletes and artists, scientists and leaders.

In ways both practical and profound, we work to create a stronger, more sustainable, and more hopeful future for all.

Top Distinctions

U.S. News & World Report ranks MSU

  • 29th among the nation’s public universities
  • First in the nation for 19 years for graduate programs in elementary and secondary education
  • First in the nation for graduate programs in nuclear physics and industrial and organizational psychology
  • First in the nation for undergraduate program in supply chain

Recognized for 11 consecutive years as one of the top 100 universities in the world by Shanghai Jiao Tong University in its annual Academic Ranking of World Universities

Ranks 46th among public universities for in-state students in Kiplinger’s 2013 edition of Best Values in Public Colleges

Silver rating from the Association for the Advancement of Sustainability in Higher Education’s STARS program, which measures and encourages sustainability in education and research; operations; and planning, administration, and engagement

Member of the prestigious 62-member Association of American Universities

Only university in the country with on-campus medical schools graduating allopathic (MD) and osteopathic (DO) physicians, and veterinarians (DVMs)

Among the largest single-campus residence hall system in the country with 27 halls in five neighborhoods and two apartment villages.


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