Office Coordinator II

Position Summary

Key responsibilities include helping to manage the day-to-day operations of the office, organizing materials for elections to governance bodies, supporting the Secretary and Deputy Secretary with new member orientation, tracking items as they progress through academic governance, and maintaining the office’s document archives.

Responsibilities:

Election Management and Member Orientation – 40%

Provides support in engaging current and future participants in academic governance by:

• Updating materials for new membership orientations for faculty, students, and administrators on the structure and functions of MSU’s shared governance system, parliamentary procedure; ensuring members’ access to those materials.
• Providing support to the Secretary and Deputy Secretary around hosting/conducting new member orientations annually and as necessary throughout the academic year.
• Communicating with Academic Governance leadership about updates.
• Working closely with the Deputy Secretary to facilitate university-level elections annually and as-needed to fill faculty vacancies on the Faculty Senate, the eight University-level Standing Committees, Advisory-Consultative Committees, the At-Large Faculty Representatives on the Steering Committee, and other governance bodies. The election process for each governance body varies, and the coordinator can expect to:
  • Manage outreach to college administration and academic units regarding governance elections to raise awareness of opportunities to participate in academic governance, with a focus on engaging diverse constituencies for equitable and inclusive representation.
  • Update and maintain the office’s election resource webpage for candidates and those administering elections.
  • Develop resources and respond to inquiries regarding the election process, guided by the Bylaws for Academic Governance, college bylaws, Student Rights and Responsibilities, Graduate Student Rights and Responsibilities, internal office resources, and other governing documents.
  • Develop annual and as-needed election materials such as Qualtrics-based ballots, memos, and other correspondence to inform university stakeholders about election results.
  • Provide support for the nomination process of faculty pursuant to the University Committee on Academic Governance’s annual call for volunteers to committee, boards, and panels through coordination with the chair of the University Committee on Academic Governance, the Office of the President, Office of the Executive Vice President for Administration, and communication with the Academic Congress, the Steering Committee, the Faculty Senate, the colleges, the libraries, and the Academic Specialist Advisory Committee.
• Corresponding with the student governments (the Associated Students of Michigan State University and the Council of Graduate Students) regarding the appointment of representatives to academic governance bodies and other boards and committees by notifying them of vacancies and upcoming elections.
• Performing other duties as assigned.

Administrative Support (60%)

Provides administrative support by:

• Managing the progression of academic governance initiatives, including organizing meetings, drafting memos, reports, agendas, minutes, email correspondence, and other official correspondence; monitoring timelines, facilitating communication among committee members and stakeholders.
• Managing the day-to-day administrative functions of the office, including attending all meetings of the Steering Committee, Faculty Senate, and University Council and providing immediate support to the Secretary as needed.
• Conducting outreach to governance bodies for reports, storing them, and uploading to the office’s website and specified SharePoint sites.
• Updating the office’s public membership roster, mailing lists, and website.
• Proofreading and formatting minutes, agendas, and other governance documents submitted by governance leaders for consistency with office standards and uploading them to our office’s website.
• Properly archiving documents and records and storing them in the office’s file system.
• Tracking a case load of initiatives progressing through academic governance, documenting changes for the Office of Academic Governance team and updating appropriate stakeholders
• Managing scheduling, room bookings, catering, technology services, and other logistical support for academic governance meetings and functions.
• Performing other duties as assigned.

This is a full-time on-site position.

Minimum Requirements

• Knowledge equivalent to that which normally would be acquired in the first two or three years in college or technical school. 
• One to three years of related and progressively more responsible or expansive work experience in a professional office setting, performing secretarial and administrative tasks, including experience with scheduling meetings, data entry, payroll processing, office machines, email and internet usage.
• Experience in Microsoft Office Suite (Word, Excel, Outlook, SharePoint, Teams).
• Demonstrated experience working with diverse constituencies.

Desired Qualifications

• Excellent verbal and written communication skills
• Strong interpersonal skills
• Strong organization skills and HIGH attention to detail
• Ability to work independently, problem solve and troubleshoot
• Ability to work collaboratively
• Commitment to equity and inclusion in the workplace
• Analytical and critical thinking skills.
• Experience with academic governance and/or shared governance in higher education
• Experience with project management
• Familiarity with Robert’s Rules of Order
• Experience with website management
• A bachelor’s degree or equivalent experience in related field

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/CV

Work Hours

STANDARD 8-5

Website

https://acadgov.msu.edu/

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.

Bidding Eligibility ends October 28, 2025 at 11:55 PM