Michigan State University, College of Social Science Academic and Student Affairs office is seeking an Office Assistant III. The Office Assistant III will be one of the first points of contact for students, the public, and guests to exchange information, resolve problems, and provide services for the Office of Student Affairs.
This position supports the daily operations of the office of Student Affairs with the College of Social Science and duties are shared with another Office Assistant III employee. This entails coordinating various events, processing of various administrative action requests which route to the registrar's office, analyzing validity of various requests and making determination on approvals, reviews complex and/or specialized department information/data for accuracy considering compliance with college and/or university policy; independently renders decisions; interprets information; apprises customers/clients/constituents of appropriate actions in order to facilitate the functioning of the Office of Academic and Student Affairs, Deans office.
Assists College of Social Science departments, schools, faculty, and students with inquiries regarding office procedures or university policies—as it pertains to College-level Academic Student Affairs. Answers phones, schedule appointments, responds to email and physical mail inquiries and triages requests. Makes travel arrangements for two Assistant Directors (AD) no more than twice per year—arrange flights, hotel, car rental, conference registration; prepare travel authorizations; prepares reimbursement documents. Maintains the outlook calendar for Assistant Directors (ADs). Responsible for reviewing and reconciling the AD travel budget (no more than $1500 per Assistant Director) and ensuring all travel is within budget prior to booking.
Supports the communication and reporting of academic standing cycles related to undergraduate studies: preparing letters, responding to student inquiries, reviewing student records for level designation, and preparing spreadsheets for decision processing.
Enters data into the MSU Student Information System, Degree Navigator, and Campus Solutions as related to Student Affairs operations. Most decisions are made by the Associate Dean of Academic Student Affairs, the Assistant Dean of Academic Student Affairs, or the Assistant Directors of Academic Student Affairs. The successful candidate will not simply carry out data entry initiatives but take care to analyze what tasks they are performing in case the impact of the action could cause a problem for the student’s record or in some way violate College or University policy. If such an issue is identified, the Office Assistant III would share this with their supervisor for further consideration and potential consultation with the Assistant Directors, Assistant Dean, or Associate Dean. This includes triaging questions, mail, and email and deciding to whom the Office Assistant III should direct the question/email/paper mail and where to go to share a concern or issue that arises in their daily tasks.
Serves as final reviewer and approver for course scheduling “work copy” prior to submission to the registrar’s office. Reviews each SSC department’s work copy submission. This requires independent judgement and critical thinking to account for appropriate credit hours/ number of course credits, accounting for classroom size in relation to number of students enrolled. Ability to discern when appropriate corrective and/or escalation procedures are used if errors are found.
Serves as College approver for undergraduate Administrative Action forms routing to the registrar’s office. Requires independent thinking and analysis of the validity of the request. If the request does not follow college or university policy, determination of the correct response to the initiator of the request to ensure timely closure or next steps and/or knowing when to escalate to a supervisor.
Coordinates and participates in events and processes including, commencement and recruiting. Attendance at commencement is required, meaning weekend work is expected as needed. Coordinates and administratively supports the readmission/reinstatement process. Performs other duties as needed or assigned by supervisor, Associate Deans, Assistant Deans or Office of Experiential Learning.
Unit Specific Education/Experience/Skills
Knowledge normally acquired through a high school education; three to five years of related and progressively more responsible or expansive work experience in word processing, spreadsheet, database and/or desktop publishing software; presentation and webpage software; typing and filing; maintaining accounting ledgers; may require knowledge of technical or medical terminology and/or technical knowledge or training related to the field of employment; or an equivalent combination of education and experience.
Prior customer service experience working with students, intermediate to advanced working knowledge of all MS Office-365 products, working knowledge of campus systems i.e. EBS, SIS, Degree Navigator, and registrar office forms preferred. Desire for excellent communication skills both written and verbal, ability to multi-task, and ability to work in an environment where frequent interruptions occur.
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, CV and 3 references.
Bidding eligibility ends on 1/19/2021, at 11:55 PM