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Executive Staff Assistant

Michigan State University
East Lansing

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Job Details

Job no: 731899
Work type: Support Staff
Pay Grade: 11
Major Administrative Unit / College: Ofc Civil Rights And Title 9 Ed And Comp
Department: Office Of Institutional Equity 40000841
Sub Area: AP- Professionals
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Administrative/Business/Professional, Administrative Professionals- AP, Full Time (90-100%), Union
Position Summary

The Executive Staff Assistant is part of a collaborative team at OIE tasked with response and investigation involving the Anti-Discrimination Policy and Relationship Violence and Sexual Misconduct and Title IX Policy. The central duty of this role is to provide administrative support to the two (2) directors of the Office of Institutional Equity (OIE). The successful candidate must be able to maintain discretion and confidentiality with sensitive information.

General duties include scheduling meetings and performance reviews; maintenance of calendars; attendance at regular meetings with and for the directors; organization of travel arrangements and reimbursements; and collection and compilation of information and data to assist the goals of the Office for Civil Rights & Title IX Education and Compliance (OCR). The role includes supervision of student staff and providing support as a resource person to assist with technology including phones, computers, and software. The Executive Staff Assistant will also maintain and update electronic databases, including accurately entering case status updates in the case management system; manage inventory and supplies; reconciles the budget in order to keep the directors informed of expenditures; initiates building maintenance requests; and serves as OIE unit time administrator, recording requests for time off and approving entries in EBS per OCR guidelines. Responsibilities also include maintenance and management of training and conference documentation and databases (and provide reports as needed), serves as an administrative liaison for external investigators, redaction of documents, and participation on hiring committees as needed. The Executive Staff Assistant will be responsible for OCR website revisions, updates to web pages, policies, and content as needed.

The Executive Staff Assistant will answer calls to OIE, route them as appropriate, and answer general questions for callers as needed and monitors the operations of the unit in order to ensure that procedures and policies are followed.

The successful candidate must have commitment to diversity, equity, and inclusion, trauma-informed practices, have excellent communication skills, and demonstrated ability to work with a diverse range of people.

Unit Specific Education/Experience/Skills

Knowledge normally acquired through a 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 University work experience in maintaining account ledgers, word processing, spreadsheet, database, and presentation software; editing, composing correspondence, taking dictation; or an equivalent combination of education and experience.

Desired Qualifications
  • Understanding or willingness to learn about how reporting or response of misconduct may be impacted based on identities such as race, gender, sexual identity, religion, disability, color, ethnicity, and national origin and a dedication to improving response for all identities.
  • Ability to take initiative and work independently as well as collaboratively in a fast-paced environment to produce results.
  • Ability to successfully multi-task and work on multiple projects at one time.
  • Experience with Microsoft Word, Microsoft Teams, Adobe, Qualtrics, Excel, Outlook, and Advocate and Emerald database/reporting software.
  • Knowledge of Cascade, Sitecore, and HTML preferred.
  • Experience or education in any field with skills that translate to the duties of the position, Bachelor’s degree preferred, but not necessary.
  • Knowledge or a willingness to achieve a general understanding of relevant state and federal laws and regulations, including Title IX, Title VII, the Clery Act, the ADA, the ADEA, the Elliott-Larsen Civil Rights Act, and/or FERPA.
  • 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, disability or protected veteran status.

    Required Application Materials
    • Cover Letter
    • Resume
    • Contact information for three (3) professional references
    Together-we-will StatementThe university is requiring all MSU students, faculty and staff to be vaccinated against COVID-19 with limited exceptions. Learn more at: Instructions

    Please provide all requested materials at time of application.

    Work Hours

    STANDARD 8-5

    Bidding Eligibility ends 09/21/2021 at 11:55 PM

    Advertised: Sep 15, 2021 Eastern Daylight Time
    Applications close: Oct 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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