MSU Extension District Support Secretary III

MSU Extension District Support Secretary III

MSU Extension District Support

Position Summary: Provides secretarial support and assists in the administrative and functional aspects of a departmental office and compiles information in order to produce departmental reports.

Be the "face" of MSU Extension (MSUE) in District 11 South covering Wayne County. Provide secretarial support for the MSU Extension District Director and assist in the administrative and functional aspects of Extension, specifically in concert with the Extension Business Office and Human Resources. Support MSU Extension staff in a manner consistent with delivery of Extension programs and events, and work in a manner that fosters a welcoming, inclusive environment for visitors and staff. This position will also provide backup support for District 11 North, covering Oakland and Macomb Counties.

Serving as the first point of contact in a county office, you will greet visitors and answer the phone. You will also perform general office duties such as, performing daily maintenance of office equipment and arranging for repairs, requisition and check in office and copier supplies, compile records and submit bills for district products or services, and sort and distribute mail. You will provide assistance to staff by directing them to appropriate campus-based resources, including support for computer-related issues and problems, while following University and Extension policies and procedures to address and resolve questions, problems and emergencies, and may assist in making arrangements for meetings, program-related activities, etc., which support the Institutes in state-wide programmatic efforts. Additionally, you will act as a liaison with appropriate University department(s) to assist with office space/lease needs or requirements.

In this role, you will provide secretarial support for the District Directors, including scheduling appointments, assisting with correspondence, and providing support for managerial responsibilities of the District Directors. You will research and collect data in order to assist in the preparation of proposals, presentations, and/or reports, and will establish and maintain files in support of multiple counties and related functions. Additionally, you will maintain appointment calendars, arrange travel reservations, and complete related financial transactions for the District Directors.

You will also assist the District Directors in ensuring consistency with policies and procedures and conformity to University expectations, as needed and act as a liaison with MSU Extension Human Resources, when needed. Working with the District Directors and search committee members, you will partner with Extension HR in support of recruiting efforts. You will provide guidance to ensure appropriate processes are utilized and all University and Extension policies are adhered to. Your duties may include assisting with advertisement of job postings (e.g., local ads), communication, scheduling activities, and system updates. You will be provided with training to become an authorized I-9 verifier and you will assist with the completion of I-9s, and where applicable, be responsible for coordination of completion of the I-9 for new hires and re-certifications within the districts. Additionally, you will provide guidance and support to county secretaries with direction from District Director as needed.

Acting as a liaison with the MSU Extension Business Office, you will provide support with regard to any business and finance matter. Your work will include preparation and routing of expenditure documents to ensure appropriate approvals and recordkeeping requirements for the MSUE Business Office. You will assist with the administration of district operational budgets as assigned by the District Directors, and you will act as an ad hoc business resource for MSUE staff located in off-campus offices. You will be responsible for generating operating statements and information using MSU's financial system, including sub account reports, labor distribution reports, etc. for all counties in the districts.

This position may be eligible to utilize a flexible work environment, however, there is an expectation to work from a MSU Extension County office. The needs, responsibilities, and opportunities of an individual's position and office location drive the ability and amount of work-location flexibility.

There will be space available to work from the MSU Extension Office at Focus Hope in Wayne County.

This is a limited term position funded for one year from date of hire with possible extension contingent upon funding renewal.

Characteristic Duties/Responsibilities:

• Provides secretarial support for the District Directors.
• Maintains and reconciles the bookkeeping records for multiple departments and/or programs in order to assist with budget planning and forecasting.
• Researches and collects data in order to assist in the preparation of grants, proposals, and departmental reports.
• Initiates and follows-through on all paperwork associated with filling and/or creating academic and staff positions in the department.
• Assists in developing policies and procedures for the office.
• Follows University and departmental policies and procedures in order to address and resolve questions, problems, and emergencies.
• Performs other duties normally associated with a Secretary I or II in order to ensure the completion of necessary work.

Minimum Requirements: Knowledge normally acquired through a high school education and 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. Knowledge of presentation and web page software and technical terminology and/or technical training as needed to provide secretarial support to administrators and departmental staff. Combination of education and experience.

Desired Qualifications:

• 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.
• Transportation is the responsibility of the employee.
• Effective oral and written communication skills.
• Demonstrated ability for accuracy and thoroughness.
• Proficiency in use of technology (e.g., Microsoft Teams, Word, Excel, PowerPoint, Outlook for mail/calendaring, spreadsheets, scheduling, virtual learning platforms, Internet browsers/web research, etc.), and ability to learn new skills.
• Familiarity, experience, and/or ability to learn how to work through various applications, like Lightspeed, Qualtrics, Desire2Learn, and Zoom.
• Ability to develop and maintain positive working relationships intra- and inter-organizationally.
• Able to demonstrate sensitivity, knowledge, and use of appropriate approaches, skills, and techniques, which reflect an understanding and awareness of social, cultural, and varied economic backgrounds and perspectives of the target population served.
• Self-starter who can effectively work both independently and in a team environment with the ability to serve in both leadership and contributor roles.
• Ability to manage multiple projects in a fast-paced environment while adhering to deadlines.
• Proven ability in establishing and working with a diverse network of constituents and community members across race, color, gender, national origin, gender identity, religion, age, height, weight, disability, political beliefs, sexual orientation, marital status, family status, veteran status, socioeconomic class, and other differences.
• Ability to lift and carry educational materials, equipment, etc. up to 25 lbs.
• Understanding of and ability to implement Civil Rights principles and compliance standards.

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:

• Current resume/CV.
• Cover letter.
• Four (4) professional references including at least two (2) prior or current supervisors.

Work Hours: STANDARD 8-5

Description of End Date: This is a limited term position funded for one year from date of hire with possible extension contingent upon funding renewal.