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, and submit reports on behalf of the Chairperson; interpret University and Department policies and procedures in response to inquiries and initiate necessary actions; assist the Chairperson in responding to inquiries to the office; and write and respond to inquiries independently.
- Department Assistant: Provide support to faculty, staff, visitors and students with minimal supervision; 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, coordinate p-card transactions for faculty; Supervise student employees responsible for reception area, collaboration room, meeting setup, and general office assistance; coordinate building and space requests, keys, IPF work orders, phones, surplus, and other building maintenance requests; and coordinate with other Department staff, acting as backup as needed.
- Human Resources: Maintain Departmental forms used for employment, gather hiring information for hourly employees; submit hiring/pay change/termination information in EBS; gather and submit time sheet information in EBS; 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 such as Forest Paths Distinguished Guest Speaker Series, which require venue reservations, catering, lodging, travel, registration, etc.; and coordinate itineraries of visitors and interview candidates.
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 a related field; one to three years of related and progressively more responsible or expansive work experience in maintaining account ledgers, departmental operations, employment, or in performing tasks related to the area of employment; experience in word processing, editing and composing correspondence, and maintaining spreadsheets and/or databases; 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 .
Required Application Materials
Upload the following required documents: 1) a letter of interest detailing qualifications for the position; 2) resume; and 3) a list of at least three professional references with contact information.
Special Instructions
Work Hours
STANDARD 8-5
Bidding eligibility ends on 10/24/2017 at 11:55 PM
Advertised: Oct 18, 2017 Eastern Daylight Time
Applications close: Oct 31, 2017 Eastern Daylight Time
To apply please click here!
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