Office Coordinator I

Position Summary

The Office Coordinator of Michigan State University’s Plant Resilience Institute (PRI) provides high-level administrative support, ensuring efficient office operations of the PRI admin team while assisting PRI director and faculty with scheduling, correspondence, travel and HR support. This role requires exceptional organizational and time-management skills, attention to detail, soft skills, and discretion in handling confidential information. This role ensures smooth operations and administrative excellence. It is ideal for a highly organized professional who thrives in dynamic environments and contributes to organizational success.

• Manage correspondence, phone calls, and inquiries.
• Coordinate and maintain executive calendars, scheduling meetings and events, and travel.
• Prepare professional correspondence.
• Maintain accurate records, project tracking, and inventories of admin, outreach, and promotional materials.
• Maintain administrative documents for grant submission such as conflict of interest list, facilities description, biosketches, and current and pending grants.
• Process invoices, purchase orders, and reimbursements in compliance with policies.
• Oversee daily office operations and ensure an organized work environment.
• Manage office supplies, procurement, and vendor relationships.
• Coordinate logistics for meetings, including room reservations and materials.
• Facilitate communication between departments to enhance workflow.
• Support HR functions for PRI faculty such as onboarding, maintaining personnel records, and scheduling interviews.
• Assist in planning and executing special projects and events.
• Act as a liaison between internal teams, external partners, and stakeholders.
• Office setting with a combination of independent tasks and collaborative projects.
• Occasional evening or weekend work may be required.

Minimum Requirements

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 Qualifications

• Excellent organizational skills, including paying attention to detail and keeping track and documentation of tasks.
• Excellent time management, multitasking, and ability to meet deadlines.
• Bachelor’s degree or equivalent work experience in administrative support or office coordination.
• Minimum of 3-5 years in a similar role, preferably in academia, research, or corporate settings.
• Proficiency in commonly used software in academic or corporate settings such as Microsoft Office Suite, Adobe Acrobat, Google systems, spreadsheet management.
• Strong written and verbal communication skills.
• High level of professionalism and discretion.
• Strong problem-solving skills and ability to work independently.
• Experience in higher education, research administration, or healthcare-related fields.
• Familiarity with financial processing, HR systems, and grant management.
• Knowledge of project management tools and scheduling software.

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

Interested candidates should submit a resume, cover letter, and three professional references

Special Instructions

Applications will be reviewed on a rolling basis until the position is filled.

Work Hours

STANDARD 8-5

Bidding eligibility ends March 25, 2025, 11:55 PM