Assistant to the Chair & Department / Office Coordinator I

Working/Functional Title

Assistant to the Chair & Department

Position Summary

Provides support to the faculty, staff, students and public who are served by the Department’s programs; supports the Department Chairperson with scheduling, communications and reporting; coordinates employment of student and hourly employees; supervises reception activities; and coordinates special events. Specific duties include:

• Chairperson support: Compose, edit and proofread analytical documents and reports, gather and compile data and research information, and screen/relay sensitive information; coordinate the Chairperson's schedule and calendar, anticipate upcoming deadlines/events, and independently develop agendas, itineraries, and supporting materials; communicate on behalf of the Chairperson as appropriate, attend meetings with or on behalf of the Chairperson, submit reports on behalf of the Chairperson and prepare correspondence, reports, tables, agreements and other documents; interpret University and Department policies and procedures in response to inquiries and initiate necessary actions; assist the Chairperson in completing assignments and responding to inquiries to the office; write and respond to inquiries independently; assist with administration of faculty RPT process; assist with development of budgets for projects and initiatives; and submit travel requests and expense reports.
• Department Assistant: Act as first point of contact for department reception, greet and screen visitors, potential students and their families, candidates and other stakeholders; provide support to faculty, staff, visitors and students with minimal supervision; handle incoming/outgoing correspondence; maintain Departmental records, directories and reports; coordinate inventory/check in/check out of field teaching equipment, manage Department vehicle calendars, arrange for motor pool vehicles; order and maintain inventory of supplies to facilitate the functioning of the Department; Supervise student employees responsible for reception area, collaboration room, meeting setup, and general office assistance; review receipts and submit for reimbursement or payment; coordinate building and space requests, keys, IPF work orders, phones, surplus, and other building maintenance requests; coordinate capital asset management audit; coordinate non-credit student enrollment; sort mail, assist with package deliveries; and coordinate with other Department staff, acting as backup as needed.
• Human Resources: Maintain Departmental forms used for employment, submit hiring/termination information for hourly employees; gather and submit time sheet information; assist with salary redistributions; post positions in Handshake; support search committees with applicant information, online scheduling of video screenings, coordination of committee member training and interview scheduling; and coordinate records retention.
• Event/seminar coordination: Coordinate recurring events and meetings, schedule space, ensure setup/cleanup are complete, organize refreshments and sign-in sheets; coordinate special events which require venue reservations, catering, lodging, travel, registration, etc., and submit guest travel requests and expense reports; and coordinate itineraries of visitors and candidates.

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

Four-year degree in business, communications, human resources or other related field; three to five years of related and progressively more responsible or expansive work experience as an executive assistant or similar position; supervision experience; excellent written and verbal communication skills; experience arranging travel for others; experience with MSU policies and procedures; experience with SAP HR software and Kuali financial software; demonstrated ability to represent self and Department in a professional manner; ability to prioritize multiple concurrent tasks in a busy office environment; and ability to work with minimal supervision.

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

Submit the following with your application: 1) a letter of interest detailing qualifications for the position; 2) resume; and 3) three professional references with contact information.

Special Instructions

Incomplete applications will not be considered.

Work Hours

STANDARD 8-5

Website

FOR.MSU.EDU

Bidding eligibility ends November 26, 2024 at 11:55 P.M.