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Office Assistant III
2 weeks ago
Position Summary
This dynamic and multifaceted position supports the Department of Mechanical Engineering within the College of Engineering by addressing a wide range of administrative and operational needs. The ideal candidate will be proactive, versatile, detail-oriented, and highly organized. Reporting to the Administrative Business Manager, this role provides essential support in procurement, travel, seminar coordination, and overall departmental operations.
The ideal candidate will possess strong organizational skills, adaptability, and the ability to communicate effectively with faculty, staff, students, and external partners to maintain smooth and efficient departmental operations.
While this position offers the potential for a hybrid work arrangement, the expectation is that the successful candidate will maintain a predominantly in-person office presence. Work arrangements will be determined by the Administrative Business Manager, taking into account both the employee's circumstances and the unit's requirements.
Key Responsibilities
Procurement
- Procure goods and services through Spartan Marketplace, Purchasing Card (p-card), and purchase orders.
- Research and resolve purchasing issues, process reimbursements and vouchers, reconcile p-card transactions, and ensure compliance with University and departmental procurement policies.
Travel Support
- Coordinate travel arrangements for faculty, staff, students, and visitors conducting MSU business.
- Provide guidance on travel policies and process expense reports for accurate and timely reimbursement.
Seminar Coordination
- Manage logistics for departmental seminars, including scheduling, announcements, speaker accommodations, and food ordering/setup.
- Process honorarium payments in compliance with University and departmental policies.
General Department Support
- Serve as a first point of contact by answering calls, greeting visitors, and assisting with inquiries.
- Perform office functions such as mail distribution, copier support, conference room scheduling, and issuing parking permits.
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 word processing, spreadsheet, database and/or desktop publishing software; presentation and webpage software; typing and filing; maintaining accounting ledgers; or an equivalent combination of education and experience.
Desired Qualifications
Thorough understanding of MSU's procurement protocols, policies, and software systems. Experience with MSUs travel system. At least three years of hands-on experience in procurement, logistics, or a related field. Proficiency in identifying and resolving complex problems. Exceptional verbal and written communication abilities. Strong multitasking skills with a focus on prioritization and effective time management. Meticulous attention to detail to ensure precision in tasks. Demonstrated professionalism and approachability in serving as a departmental liaison. Adherence to strict confidentiality standards and discretion in handling sensitive information. Proven ability to foster collaborative and productive relationships with faculty, students, and staff at all levels. Goal-oriented, highly organized, and dedicated to contributing as a team member.
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
Resume, cover letter, names and contact information of three professional references
Work Hours
STANDARD 8-5
Website
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 November 4, 2025, 11:55 PM
