Office Assistant IV

2 weeks ago

East Lansing, United States Michigan State University(MSU) Full time

Position Summary This position will provide support to the NMSI lead team. The person in this position performs a variety of administrative duties to support the operational activities of the program and serves as a primary liaison for visitors, students, faculty, staff, administrators, and other university stakeholders. The person in this position also arranges meetings and ensures compliance with university requirements. Responsibilities: Prepares reports; gathers data and information from a variety of sources and performs research as necessary for students, staff, the public, and other customers. Coordinates with external agencies to exchange information, coordinate services, and arrange resources for HEP/CAMP students. Attends, records, and participates in staff meetings and student activities. Gathers data in order to develop reports associated with Federal and Institutional reports. Assists in developing and implementing policies and procedures including travel arrangements for MSS Director. Maintains health and safety standards in order to ensure compliance with University, State, and Federal rules and regulations. Provides customer service for the unit, including greeting and screening visitors, customers, and other university stakeholders. Gathers, organizes, and assists staff with tasks related to unit projects. Ensures compliance with departmental policies and procedures, including monitoring expenses related to office daily operations, such as office telephones, parking permits, supplies inventory, technology needs, and printers. Forecasts needs and orders supplies in order to maintain inventory levels. Serves as a liaison with visitors, vendors, and University departments in order to provide expertise in the area of employment by planning purchases, negotiating contracts and coordinating the budget. Interacts with students and student groups in order to engage and promote unit programs, provide clarification, resolve concerns, explain requirements, processes, and/or explain goals of unit programs. Completes a wide range of computer tasks, including correspondence, reports, tables, agreements and other documentation as needed. Assists in developing and implementing policies and procedures for general office operations. Monitors the operations of the unit in order to ensure compliance with university policies and procedures. Keep administrators informed. 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 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. Must possess a valid driver's license. Due to the program serving both Spanish and English-speaking populations, being fully bilingual (Spanish and English) is required. Desired Qualifications Experience and familiarity with MSU processes and procedures; experience or proficiency with the Microsoft 365 Suite; experience supporting administrators, triaging questions, working in an academic environment; ability to multi-task; understanding of what it means to work in a digital environment with collaborative tools; a self-starter who demonstrates a work ethic that includes proactive problem solving, ability to establish priorities, and meet deadlines; ability to work under pressure and adaptability to change; able to take initiative and work as part of a team; possess confidential, organizational, and communication tools; work orientation that includes problem-solving, teamwork and adaptability to change, focus on service and cont

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