Office Assistant III

Position Summary

The Office Assistant III provides comprehensive administrative and operational support across various areas within The School of Hospitality Business. This role involves tasks related to human resources, finance, event coordination, academic services, career services, and general administrative functions. The position requires strong organizational skills, attention to detail, and the ability to independently make decisions to ensure smooth operations within the school.

Key Responsibilities with Time Allocation:

Human Resources (15%):

• Initiate Forms: Initiate forms for HR-related processes, such as TOC postings/hiring, student hires, and onboarding.
• Onboarding Support: Assist with the onboarding process for new hires, including phone setups, name badges, business cards, etc.
• Student Employees: Process paperwork for new student hires, terminate student employees, and verify I-9 documentation for compliance.
• Bi-weekly Payroll: Manage the approval process for student payroll, coordinating with students and supervisors.

Finance (20%):

• Accounts Processing: Process accounts receivable and payable for The School of Hospitality Business.
• Financial Documentation: Handle the processing of IAA, GEC, DV, and requisitions.
• Concur Travel Requests & Expense Reports: Acts as delegate to review, create, and ensure compliance with Concur travel requests and expense reports.
• Supply Inventory & Ordering: Manage supply inventory, place orders for office supplies and event-related items as necessary.

Administrative (20%):

• Secretarial/Administrative Support: Provide secretarial and administrative support for general office duties, including answering phones, data entry, and record maintenance.
• Tracking & Reporting: Track and report on various administrative processes, such as syllabi management and ticket system operations.
• Correspondence: Type, compose, and edit correspondence as needed to facilitate the functioning of The School of Hospitality Business.
• Scheduling: Schedule meetings, manage meeting room bookings, and coordinate the schedule for final exam make-up and CBLL sessions.

Events (15%):

• Event Coordination: Plan and coordinate logistics for events, such as ordering food and supplies, managing room bookings, and liaising with vendors.
• Special Events Assistance: Assist with event planning for Career Expo, Graduation Brunch, and other special events organized by the School and Career Services.

Academic Service (10%):

• Student Data Management: Assist in compiling and analyzing student data for school-related reports and requests.
• Student Records: Utilize Campus Solutions and ESAF systems to complete major changes, minor declarations, service indicators, and course overrides.
• Academic Services Support: Provide support for academic tasks such as recruitment, orientation, admissions, and study abroad follow-ups.

Career Services (15%):

• Data Compilation & Reporting: Assist the SIRC Director with compiling and analyzing data for annual reports, including data from systems like 12Twenty and LinkedIn to track student outcomes.
• Internship Database: Maintain and manage the internship database, confirming student internship requirements, and follow-up with missing documentation.
• Alumni Surveys & Data Analysis: Assist in surveying alumni for post-graduation success and analyzing data to benchmark performance over time.
• Internship Coordination: Verify internship details for future semesters and approve internship submissions as needed.

Alumni Relations (5%):

• Event Coordination: Assist in coordinating logistics for alumni and school events, including scheduling and booking campus venues and services.
• Promotional Activities: Support the promotion of alumni events by composing, editing, and distributing correspondence and promotional materials.

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; or an equivalent combination of education and experience.

Desired Qualifications

Associate’s degree or equivalent experience is preferred. Minimum of 3 years of administrative experience, preferably in an academic setting.

• Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with EBS, SAP, KFS, and event management software.
  • Strong organizational and communication skills.
  • Ability to work independently and manage multiple tasks simultaneously.
  • Knowledge of KFS payroll, travel coordination in Concur, and academic services operations within SIS, SISFO and ESA.
• Attributes:
  • Excellent attention to detail and accuracy.
  • Ability to maintain confidentiality and handle sensitive information.
  • Strong interpersonal skills and customer service orientation.

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, 3 Professional References 

Special Instructions

If you have any questions reach out to Jodi Robbins at robbi193@msu.edu.

Work Hours

STANDARD 8-5

Website

https://broad.msu.edu/hospitality-busine

Bidding Eligibility ends April 8, 2025 at 11:55 PM