Careers @ MSU

Working/Functional Title

IMPART Alliance Assistant

Position Summary

This position is grant funded and has an end date of 10/30/24 however the grant will likely be extended until March 31, 2025, with a high potential for continued employment.

We are seeking a highly organized Office Assistant to manage administrative tasks that support the day-to-day operations of IMPART Alliance.  The responsibilities of this position include providing administrative support to members of the leadership team, which includes conducting desktop research on potential partnerships resulting in programmatic expansion, coordinating and scheduling meetings/convenings and handling related logistics, ordering supplies and tracking inventory, managing communications, and handling a variety of other important tasks to help streamline processes.

Responsibilities:

Administrative Support: 

• Coordinate, schedule, and handle meeting logistics for both internal and external meetings for multiple committees and workgroups. 
• Assist with preparing presentations, reports, communications, and committee/presentation packets.
• Maintain organized electronic and physical filing systems for easy retrieval of information.
• Responsible for ordering supplies and materials and creating an inventory tracking system.
• Assist with the development of processes, policies, and procedures as needed to ensure smooth operations of different projects and programs.
• Assist the leadership team with processing forms, documents and other tasks related to day-to-day operations, human resources functions and program delivery.

 Communication Management:

• Communicate effectively and interact with internal and external constituents (network partners and others) with a high degree of professionalism and integrity.

• Draft and edit correspondence, emails, and other written materials with attention to detail and accuracy.  Handle incoming emails and inquiries, directing them to the appropriate team members/contacts.

Data Management:

• Create data entry forms through Qualtrics, database management, data analytics using spreadsheets, and record-keeping tasks.
• Update and maintain accurate contact lists, client/partner information, and other relevant databases.
• Generate and analyze reports as required, providing summaries and insights to support decision-making processes.

Project Coordination:

• Conduct desktop research on various program and eligibility requirements, determine and complete program application process and follow through to ensure that program participation and reporting requirements are met.
• Support leadership team with coordinating projects, tracking progress, and ensuring deadlines are met.
• Assist in organizing project-related documents, resources, and logistics.
• Collaborate with team members to gather information, coordinate meetings, and follow up on action items.

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.

Desired Qualifications

• Previous work in an academic setting.
• Proven experience as an administrative assistant, virtual assistant, or similar role.
• Excellent organizational and time management skills, with the ability to prioritize tasks and multitask effectively.
• Strong communication skills, both written and verbal, with a professional and courteous demeanor.
• Proficiency in using office software and productivity tools, including Microsoft Office Suite, Google Workspace, and project management platforms.
• Familiarity with remote collaboration tools such as Zoom, Slack, Microsoft Teams, or equivalent.
• Attention to detail and accuracy in data entry, document preparation, and correspondence.
• Ability to work independently with minimal supervision while maintaining a high level of productivity and professionalism.
• Flexibility and adaptability to changing priorities and dynamic work environments.
• Commitment to upholding confidentiality, integrity, and professionalism in all aspects of the role.

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

Resume and cover letter.

Work Hours

STANDARD 8-5

Description of End Date

This is a limited term position funded until 10/30/2024 with possible extension contingent upon funding renewal.

Remote Work Statement

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

The Bidding Eligibility ends on 04/30/2024 at 11:55 PM