Assistant to the Chair & Department / Office Coordinator I
- Employer
- Michigan State University
- Location
- East Lansing
View more categoriesView less categories
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
Work type: Support Staff
Pay Grade: 10
Major Administrative Unit / College: College Of Agriculture And Nat Resources
Department: Forestry 10002360
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
Assistant to the Chair & Department
Position SummaryProvides support to the faculty, staff, students and public who are served by the Department’s programs; supports the Department Chairperson with scheduling, communications and reporting; coordinates employment of student and hourly employees; supervises reception activities; and coordinates special events. Specific duties include:
- Chairperson support: Compose, edit and proofread analytical documents and reports, gather and compile data and research information, and screen/relay sensitive information; coordinate the Chairperson's schedule and calendar, anticipate upcoming deadlines/events, and independently develop agendas, itineraries, and supporting materials; communicate on behalf of the Chairperson as appropriate, attend meetings with or on behalf of the Chairperson, submit reports on behalf of the Chairperson and prepare correspondence, reports, tables, agreements and other documents; interpret University and Department policies and procedures in response to inquiries and initiate necessary actions; assist the Chairperson in completing assignments and responding to inquiries to the office; write and respond to inquiries independently; assist with administration of faculty RPT process; assist with development of budgets for projects and initiatives; and submit travel requests and expense reports.
- Department Assistant: Act as first point of contact for department reception, greet and screen visitors, potential students and their families, candidates and other stakeholders; provide support to faculty, staff, visitors and students with minimal supervision; handle incoming/outgoing correspondence; maintain Departmental records, directories and reports; coordinate inventory/check in/check out of field teaching equipment, manage Department vehicle calendars, arrange for motor pool vehicles; order and maintain inventory of supplies to facilitate the functioning of the Department; Supervise student employees responsible for reception area, collaboration room, meeting setup, and general office assistance; review receipts and submit for reimbursement or payment; coordinate building and space requests, keys, IPF work orders, phones, surplus, and other building maintenance requests; coordinate capital asset management audit; coordinate non-credit student enrollment; sort mail, assist with package deliveries; and coordinate with other Department staff, acting as backup as needed.
- Human Resources: Maintain Departmental forms used for employment, submit hiring/termination information for hourly employees; gather and submit time sheet information; assist with salary redistributions; post positions in Handshake; support search committees with applicant information, online scheduling of video screenings, coordination of committee member training and interview scheduling; and coordinate records retention.
- Event/seminar coordination: Coordinate recurring events and meetings, schedule space, ensure setup/cleanup are complete, organize refreshments and sign-in sheets; coordinate special events which require venue reservations, catering, lodging, travel, registration, etc., and submit guest travel requests and expense reports; and coordinate itineraries of visitors and candidates.
Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or related field; six months to one year of related and progressively more responsible or expansive work experience in customer service or in performing tasks related to the area of employment; or an equivalent combination of education and experience.
Desired QualificationsFour-year degree in business, communications, human resources or other related field; three to five years of related and progressively more responsible or expansive work experience as an executive assistant or similar position; supervision experience; excellent written and verbal communication skills; experience arranging travel for others; experience with MSU policies and procedures; experience with SAP HR software and Kuali financial software; demonstrated ability to represent self and Department in a professional manner; ability to prioritize multiple concurrent tasks in a busy office environment; and ability to work with minimal supervision.
Equal Employment Opportunity StatementAll 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 MaterialsSubmit the following with your application: 1) a letter of interest detailing qualifications for the position; 2) resume; and 3) three professional references with contact information.
Special InstructionsIncomplete applications will not be considered.
Work HoursSTANDARD 8-5
WebsiteFOR.MSU.EDU
Bidding eligibility ends November 26, 2024 at 11:55 P.M.Advertised: Nov 20, 2024 Eastern Standard Time
Applications close: Dec 3, 2024 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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