Secretary III

Position Summary

Department Information: 

Residence Education and Housing Services (REHS) houses over 17,000 students, employs close to 1,500 staff and manages five million square feet of property on the East Lansing campus. Our mission is to provide exceptional and equitable community experiences, one connection at a time. The Central Administration unit is seeking a candidate who will administratively support centralized services of staff recruitment, onboarding, training and offboarding. This role is a part of the Culture and Strategy unit within REHS and contributes to the overall employee experience within the department.

Duties and responsibilities will be assigned by the REHS Chief of Staff and largely consists of the following tasks:

• Clerical functions related to recruitment, training and offboarding.
• Performs moderately complex transactional tasks in the Applicant Tracking Systems or other HR and database systems such as eRezLife.
• Maintains employee rosters and other types of records including employee and search process records, job posting records, and other records in relevant systems.
• Orders necessary supplies for onboarding and training processes such as name tags, uniforms and program supplies.
• Assists with onsite set up and tear down of specified events and programs.
• Performs research, special project support and outreach and education functions for training and development teams within REHS.
• Collaborates with divisional and university HR colleagues on topics such as employment, benefits eligibility and enrollment, Federal and State laws, union contracts, university policies and procedures to provide information and advice and resolve issues for major administrative units, departments, employees and retirees.

Clerical support of department onboarding, training and offboarding: 50%

• Clerical support for all APA, APSA, ASRA full time position searches
  • ARF requests for new hires
• Graduate Assistant, Resident Assistant, Intercultural Aide hiring
  • Position creation and document tracking in eRezLife
• Support REHS Training & Development team onboarding
• Support with Residence Education training logistics
• Offboarding of all CT, GA, RA, ICA, APA, APSA, ASRA staff
• Oversight of Res Ed HR inbox

Record keeping: 15%

• Updating department rosters
• Updating department organizational charts
• Managing SharePoint documents

Support of departmental recruitment efforts: 20%

• Assist with clerical support for graduate assistant recruitment
• Assist with RA interview logistics
• Assist with ICA interview logistics
• Process and book travel for recruiting events
• Manage budget & purchasing
• Post positions to hiring websites as needed

Special projects & other duties as assigned by COS: 15%

All positions in SLE are designated as critical status. In the event of a university closure, modification, or suspension of operations due to snow or other emergency condition, persons in this position are expected to make all reasonable attempts to report to work as scheduled for the duration of the closure/suspension. If a person has an approved remote work agreement to work a portion of their normally scheduled work hours remotely, they may be called upon to work on-site to serve the MSU community.

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 maintaining accounting ledgers and/or experience in word processing, spreadsheet, database, and/or desktop publishing software. The job may require knowledge of presentation and web page software and technical or medical terminology and/or technical training related to the field of employment; or an equivalent combination of education and experience.

Desired Qualifications

A self-motivated clerical professional with excellent customer service skills and a strong customer service orientation with a baseline understanding of onboarding and hiring HR functions; experience using some of the HR-related systems currently used by MSU Human Resources is desired but not required (SAP/EBS, PageUp, Equifax, HireRight); familiarity with MSU employment policies and contracts also is desired; ability to learn quickly and strong team orientation desired; HR-specific degree and/or certifications desired but not required (CHRS, PHR, SHRM-CP, etc.). Experience in I-9  compliance and handling criminal background checks are highly desired.

REHS strives to be an anti-racist and anti-oppressive department, as such all team members are expected to a foster a sense of inclusion, belonging and community. Candidates will strive to be a champion of inclusive practices that lead and transform others and creates initiatives that change structural systems within education, research and service, which have historically inhibited, disenfranchised, marginalized, and unintentionally excluded underrepresented communities.

This position will have a physical work location on the East Lansing campus and will be expected to routinely work on site some parts of the week. (Hybrid recurring weekly schedule with 2 or three days on campus as a must)

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

Work Hours

STANDARD 8-5

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 December 17, 2024 at 11:55 P.M.