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. We are seeking a Central Administration Assistant to administratively support department leadership and operations.

About the Role

This role reports to the REHS Office Manager, is a part of the Culture and Strategy unit within REHS, and contributes to the overall employee experience within the department.

Responsibilities

• Serves as administrative support for department leaders, large-scale programs, and processes
• Manages complex calendars, schedules meetings, prioritizes appointments, and resolves conflicts
• Captures and reviews budget reports, assists with monitoring expenditures, and supports budget and purchasing corrections in alignment with university and divisional financial policies
• Processes purchasing requests, requisitions, and purchase orders in accordance with university and divisional policies
• Orders necessary supplies for large scale programming, daily operations and office supplies
• Daily utilization of technology systems, including calendar management, document management, virtual meeting platforms, and collaboration tools
• Aids in developing policies and procedures for the department and role
• Shares knowledge, best practices, and resources to improve efficiency and team effectiveness through utilizing and documenting standard operating procedures
• Pulls and reviews budget reports, assists with monitoring expenditures, and supports budget and purchasing corrections in alignment with university and divisional financial policies
• Coordinates communication across units to support departmental initiatives
• Provides prompt, high-level customer service to internal and external constituents
• Follows University and Departmental policies and procedures in order to address and resolve questions, problems and emergencies
• Maintains confidentiality of sensitive and privileged information
• Performs other duties normally associated with a Secretary I or II in order to ensure the completion of necessary work

Qualifications

• Requires a valid vehicle operator's license where needed to perform duties of the position
• Other skills and/or physical abilities required to perform duties of the position
• This position requires, or will require prior to the completion of the probationary period: knowledge of basic personal computer terminology and operations, and the ability to use e-mail and the Internet
• This position will have a physical work location on the East Lansing campus and will be expected to routinely work on site for most parts of the week
• (Hybrid recurring weekly schedule with three days on campus as a must)
• All positions in RHS 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; or an equivalent combination of education and experience

Desired Qualifications

• Previous experience with managing department leaders’ calendars
• Exceptional organization and time management
• Understanding of operational excellence and workflow efficiency
• Ability to work independently and manage competing priorities
• Proficiency in Microsoft Office suite, especially Outlook, Teams, Excel and Access
• Knowledge of MSU systems, policies and processes

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.