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Executive Secretary II

Employer
Michigan State University
Location
East Lansing

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Job Details

Job no: 740384
Work type: Support Staff
Pay Grade: 10
Major Administrative Unit / College: College Of Education
Department: Ced Outreach 40001066
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

Characteristic Duties and Responsibilities

Provide direct support to the Director of K-12 Outreach with the following duties:

  • managing Directors calendars and meeting scheduling and communication of meeting details
  • manages and books all travel arrangements, including preparing all travel reimbursements
  • attend meetings on behalf of the director and with the director for notetaking purposes
  • maintain mailing lists utilized by the Director
  • manages, creates and distributes marketing communication (including social media posts), sent on behalf of the Director.
  • Handle communications with the Office of K-12 Outreach team and many key stakeholders and partners on behalf of the Director.
  • Collaborates with the Director to manage and execute all logistics for K-12 Outreach events and activities in which he leads.
  • Supervises and coordinates student personnel schedules and work duties
  • Responsible for general office supply ordering
  • Handles staff travel arrangements

Interacts with:

  • Supervising Administrator - in order to receive assignments, coordinate schedules and exchange information.
  • University Administrators and Professionals - in order to schedule appointments and meetings and to relay messages.
  • Faculty/Staff - in order to arrange appointments and meetings and to exchange information as the liaison for the Administrator.
  • Students - in order to provide information, schedule appointments, and supervision.
  • Public - in order to answer questions and route telephone calls.
  • Office and Departmental Staff – in order to provide assistance for projects and to exchange information as the liaison for the Administrator.
  • Travel Agents - in order to make travel arrangements.
  • Representatives of Government Offices and Agencies - in order to exchange information.
  • Collaborates with K-12 Outreach staff and director to develop budgets, agendas, set dates and Coordinate speaker contracts, event facilities, and billing for K-12 Outreach events.

Responsibility for the Work of Others

May provide first level supervision over regular and student employees. Those positions responsible for the supervision of regular employees are identified with /s following the title.

Impact on Programs/Services/Operations

The release or distribution of incorrect or inappropriate information could cause long-term negative effects on the reputation of the Administrator, the Department and the University. Incorrect information summaries could cause the Administrator to make poor decisions. Scheduling errors could inconvenience individuals and groups and interfere with the progression of programs.

Work Hours/Enviroment

This position will work 8:00am-5:00pm Monday-Friday, with occasional night and weekend hours to accommodate for events and other office activities. The job requires moderate physical effort and involves sitting, viewing a CRT screen in a standard work environment.

This position is for one year from the start date with possible renewal contingent on funding.

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 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.

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

1. May 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, proficiency with Microsoft Office

to support office operations.

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: https://msu.edu/together-we-will/Special Instructions

"This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his or her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty."

The university is requiring all MSU students, faculty and staff to be vaccinated against COVID-19 with limited exceptions. Learn more at: https://msu.edu/together-we-will/

Work Hours

This position will work 8:00am-5:00pm Monday-Friday, with occasional night and weekend hours to accommodate for events and other office activities

Description of End Date

This position is for one year from the start date with possible renewal contingent on funding.

The Bidding Eligibility ends on 11/02/2021 at 11:55 PM

Advertised: Oct 27, 2021 Eastern Daylight Time
Applications close: Dec 7, 2021 Eastern Standard Time

Organization

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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