Central Office Assistant / Office Assistant III

Working/Functional Title

Central Office Assistant

Position Summary

IMPART Alliance is seeking a highly organized and detail-oriented Office Assistant to support our Communication department's day-to-day operations by coordinating schedules, facilitating communication, and managing various administrative tasks. The ideal candidate will have strong clerical skills, proficiency with Microsoft 365, and the ability to collaborate effectively with faculty, staff, students, and external stakeholders. This position plays a crucial role in maintaining smooth office operations and supporting the department’s initiatives.

Primary responsibilities include providing clerical support to our Communication Leadership, which will include scheduling meetings, handling meeting logistics, assisting with travel arrangements, ordering supplies and tracking inventory, managing communication and handing a variety of other important tasks to help streamline processes.

Key Responsibilities:

Scheduling and Calendar Management:

• Maintain and manage appointment calendars for department faculty and staff.
• Coordinate travel arrangements, including reservations and itineraries, and complete travel-related vouchers.
• Schedule meetings, conferences, and other departmental events, both on and off campus, and ensure all necessary arrangements are made (e.g., accommodations, materials, fees, etc.).

Administrative Support: 

•  
• Transcribe and edit documents, memos, and letters based on shorthand, dictation, or oral instructions.
• Proofread and edit documents, ensuring accuracy and clarity.
• Compile, organize, and maintain departmental files and records, ensuring easy access and up-to-date information.
• Assist in database management, spreadsheets, and desktop publishing for various departmental projects.
• Coordinate, schedule, and handle meeting logistics for both internal and external meetings for multiple committees and workgroups.
• Assist with making travel arrangements.
• Assist with preparing presentations, reports, communications, and committee/presentation packets.
• Under the supervision of the Leadership Team, handle incoming emails and inquiries, directing them to the appropriate team members/contacts.
• Maintain organized electronic and physical filing systems for easy retrieval of information.
• Responsible for ordering supplies and materials and creating an inventory tracking system.

Financial Support:

• Submit bills for departmental products or services and manage necessary records related to financial transactions.

Communication and Coordination:

• Act as a primary point of contact for faculty, staff, students, and external visitors, providing assistance and answering questions.
• Prepare materials for distribution and arrange for accommodations for meetings and conferences.
• Provide information, instructions, and support for necessary actions related to office equipment, schedules, and procedures.
• Draft and edit correspondences, emails, and other written materials with attention to detail and accuracy.
• Collaborate with team members to gather information, coordinate meetings and follow up on action items.

Data Management:

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

General Office Management:

• Assist with office procedures and administrative tasks, ensuring smooth daily operations.
• Perform other duties as assigned to ensure the effective functioning of the department.

Minimum Requirements

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

Strong organizational and time management skills. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and web-based editing tools. Excellent written and verbal communication skills. Ability to work independently and collaboratively with diverse groups of people. Experience with scheduling, payroll processing, and office management preferred. Strong attention to detail and accuracy in all tasks.

Additional education or certification in administrative support plus three years of related and progressively more responsible or expansive work 

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

Cover letter, resume and three professional references. 

Work Hours

STANDARD 8-5

Description of End Date

This is a limited term position funded from date of hire through 03/30/2026, with possible extension contingent upon funding renewal.

Website

http://impartalliance.msu.edu/

Working/Functional Title

Central Office Assistant

Position Summary

IMPART Alliance is seeking a highly organized and detail-oriented Office Assistant to support our Communication department's day-to-day operations by coordinating schedules, facilitating communication, and managing various administrative tasks. The ideal candidate will have strong clerical skills, proficiency with Microsoft 365, and the ability to collaborate effectively with faculty, staff, students, and external stakeholders. This position plays a crucial role in maintaining smooth office operations and supporting the department’s initiatives.

Primary responsibilities include providing clerical support to our Communication Leadership, which will include scheduling meetings, handling meeting logistics, assisting with travel arrangements, ordering supplies and tracking inventory, managing communication and handing a variety of other important tasks to help streamline processes.

Key Responsibilities:

Scheduling and Calendar Management:

• Maintain and manage appointment calendars for department faculty and staff.
• Coordinate travel arrangements, including reservations and itineraries, and complete travel-related vouchers.
• Schedule meetings, conferences, and other departmental events, both on and off campus, and ensure all necessary arrangements are made (e.g., accommodations, materials, fees, etc.).

Administrative Support: 

• Transcribe and edit documents, memos, and letters based on shorthand, dictation, or oral instructions.
• Proofread and edit documents, ensuring accuracy and clarity.
• Compile, organize, and maintain departmental files and records, ensuring easy access and up-to-date information.
• Assist in database management, spreadsheets, and desktop publishing for various departmental projects.
• Coordinate, schedule, and handle meeting logistics for both internal and external meetings for multiple committees and workgroups.
• Assist with making travel arrangements.
• Assist with preparing presentations, reports, communications, and committee/presentation packets.
• Under the supervision of the Leadership Team, handle incoming emails and inquiries, directing them to the appropriate team members/contacts.
• Maintain organized electronic and physical filing systems for easy retrieval of information.
• Responsible for ordering supplies and materials and creating an inventory tracking system.

Financial Support:

• Submit bills for departmental products or services and manage necessary records related to financial transactions.

Communication and Coordination:

• Act as a primary point of contact for faculty, staff, students, and external visitors, providing assistance and answering questions.
• Prepare materials for distribution and arrange for accommodations for meetings and conferences.
• Provide information, instructions, and support for necessary actions related to office equipment, schedules, and procedures.
• Draft and edit correspondences, emails, and other written materials with attention to detail and accuracy.
• Collaborate with team members to gather information, coordinate meetings and follow up on action items.

Data Management:

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

General Office Management:

• Assist with office procedures and administrative tasks, ensuring smooth daily operations.
• Perform other duties as assigned to ensure the effective functioning of the department.

Minimum Requirements

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

Strong organizational and time management skills. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and web-based editing tools. Excellent written and verbal communication skills. Ability to work independently and collaboratively with diverse groups of people. Experience with scheduling, payroll processing, and office management preferred. Strong attention to detail and accuracy in all tasks.

Additional education or certification in administrative support plus three years of related and progressively more responsible or expansive work 

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

Cover letter, resume and three professional references. 

Work Hours

STANDARD 8-5

Description of End Date

This is a limited term position funded from date of hire through 03/30/2026, with possible extension contingent upon funding renewal.

Website

http://impartalliance.msu.edu/

The Bidding Eligibility ends on 06/17/25 at 11:55 PM