Office Coordinator II

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Work type:Support Staff
Pay Grade: 11
Major Administrative Unit / College: College Of Social Science
Department: Social Science Dean 10038766
Sub Area: CT- Clerical Tech.
Salary: Salary Commensurate with Experience
Location:East Lansing
Categories:Office/Clerical Support, Clerical Technical- CT, Full Time (90-100%), Union, Remote-Friendly

Position Summary

Duties and Responsibilities Include:

• Reports to the College of Social Science Chief of Staff in the Office of the Dean.  Assists in the day-to-day coordination and management of operational activities.
• Interfaces with internal and external contacts. Receives visitors, fields phone calls and emails critical to the operations in the College of Social Science Dean’s Office. Maintains confidentiality for sensitive information and provides excellent service.
• Assists College Leadership and Program Directors with scheduling travel, accommodations, and reservations. Coordinates events as needed including providing meeting materials and room set-up, and supporting activities related reimbursements and financial transactions.
• Completing a wide range of tasks using Spartan 365, including Teams and Excel.  Generating and maintaining documentation specific to building operations, office assignments, and furniture and equipment inventories.  Serves as a university primary building contact and security contact.
• Interfaces with Department administrators and leadership throughout the College on behalf of the Office of the Dean on various matters including inventory and capital asset management (CAM). 
• Manages mail and other deliveries for the Office of the Dean.
• Ordering and maintaining inventory of office and workstation supplies and ensuring office cleanliness, and other administrative/office tasks, errands and duties as assigned.  Forecasts needs and orders supplies in order to maintain inventory levels
• Maintains health and safety standards in order to ensure compliance with University, State, and Federal rules and regulations. Serves as a liaison with faculty staff and students, vendors, and University departments in order to provide expertise in planning purchases for space and facilities updates, negotiating contracts and coordinating the established budgets. Negotiates procurement with contractors and suppliers.
• Manages/maintenance for storage areas and equipment for the Office of the Dean.  Prepares special and periodic financial and HR reports and maintains related records—including annual maintenance contracts.  Interprets and ensures compliance with College and University policies and procedures.
• Provides other administrative tasks as assigned related to financial and human resources management for the Office of the Social Science Dean.  This includes management of time entry processes, postings, hire forms and hire documentation for student and on-call staff; reviewing overload and outside work for pay forms for faculty and academic staff; reviewing paper additional pay forms for faculty, academic staff and support staff

While this position includes the opportunity for hybrid/remote work, it will require regular in-person attendance on site at MSU.

Unit Specific Education/Experience/Skills

Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or related field; 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 or in performing tasks related to the area of employment; experience in word processing, spreadsheet, mail merge, database, calendaring, publishing, and/or presentation software; or an equivalent combination of education and experience.

Desired Qualifications

Experience with MSU inventory/CAM processes, EBS/KFS/SAP applications and the Office 365 suite.  Experience with travel, scholarship and fellowship processes and systems at MSU. Demonstrated ability to be well organized, self-directed and work independently as well as collaborating in as part of a team. Excellent written and verbal communication skills.  Exceptional attention to detail.

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 send: 1) a letter of application stating qualifications for and reasons for interest in this position; 2) current resume; and 3) the names and contact information for three references.

Together-we-will Statement

The university is requiring all MSU students, faculty and staff to be vaccinated against COVID-19 with limited exceptions. Learn more at:

https://msu.edu/together-we-will/
Special Instructions

Only applicants able to work a hybrid schedule, consisting of a mix of in-person and remote work days, will be considered.

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 on 10/25/2022 at 11:55 PM

Advertised:Oct 19, 2022 Eastern Daylight Time
Applications close:Oct 25, 2022 Eastern Daylight Time