Executive Secretary II

Executive Secretary II

The Executive Secretary II will serve the College of Natural Science in the support role for the chair of the Department of Biochemistry and Molecular Biology, will carry out administrative tasks in support of the unit's missions and activities, and serve as point of contact for trainees, faculty, administrators, executives, donors, alumni, and the public, representing the chair and the department with a high level of professionalism.

This position will support the College of Natural Science in the Biochemistry and Molecular Biology Department.

This is an in-person administrative position to support the daily duties and for consistent departmental operations.

Responsibilities and duties may include:

• Provide administrative support to the chair
• Collaborate with other administrative staff to support the department's missions and activities
• Manage the chair's scheduling and appointments, including meetings and events on and off campus
• Assist with preparing and editing correspondence, documents, itineraries, presentations and briefs
• Initiate and oversee routing of signatory process for various documents and actions
• General office reception, including answering phones and responding to inquiries
• Arrange domestic and international travel for the chair and visitors, candidates for positions, departmental guests, recruits
• Process FedEx and other mailings, sort daily mail and package delivery
• Process travel reimbursements, set up vendors and issue vendor payments
• Maintain organized data and file systems
• Manage keys/access distribution and records
• Gather, screen and relay sensitive information received from university executives, faculty, staff, visitors while maintaining strict confidentiality
• Assist with budget expenditures, process transactions, prepare quarterly invoices, monthly reports, budget reallocations, cost redistributions, disbursement vouchers, billings (ACA fees, posters, other activities)
• Process and oversee P-card orders and reconciliation process
• Initiate and follow through the procedures associated with posting positions and hiring various employee groups (student, temp/on-call, staff, faculty/academic staff)
• Oversee student recruitment and training programs, which includes hiring, issuing stipends
• Process bi-weekly payroll time entry, monitor payroll accounts, maintain payroll records, and process related cost redistributions with timeliness, accuracy and efficiency
• Assist with seminar series, speaker arrangements, schedules
• Assist with departmental events, coordinate with venue, organize activities
• Other administrative duties as assigned

Knowledge, skills and abilities:

• Communication: excellent written and verbal communication; communicates clearly and credibly in both verbal and written forms with diverse audiences, with utmost confidentiality in all matters; ability to draft professional correspondence on behalf of executives with excellent communication skills
• Organization: strong ability to carry out all tasks with a high level of accuracy, attention to detail, timeliness, and efficiency; manage and track multiple new and ongoing tasks and processes in various stages of completion, follow-through from start to finish; proactively anticipate and initiate processes and procedures when appropriate; manage time appropriately, and with competing priorities, complex calendars and high-volume workflows; ability to anticipate executive needs and act proactively with minimal direction; meets deadlines
• Problem-solving: ability to identify issues, exercise diplomacy and sound judgment in decision making and sensitive situations, resolve administrative challenges proactively
• Advanced knowledge of office administration practices, procedures, and professional standards
• Knowledge of organizational structure, policies, and governance processes in an academic and research environment
• Understanding of confidential records management and data privacy requirements; skilled in handling sensitive and confidential information appropriately
• Knowledge of meeting protocols, including agenda preparation, minute-taking, and follow-up tracking
• Ability to coordinate complex schedules involving multiple stakeholders and competing priorities
• Ability to synthesize information and prepare concise summaries, reports, or briefing materials
• Ability to work independently while also collaborating effectively across teams
• Project coordination: ability to support and track administrative projects, events and initiatives from initiation to completion
• Compliance: knowledge, understanding, and practical application of MSU and college policies and procedures. In addition to applicable state and federal laws, such as FERPA, FIOA, Title IX, etc.; ability to maintain compliance and reduce risk; understanding of confidential records management and data privacy requirements
• Proficiency in office technologies (e.g., Microsoft 365 Suite, calendar systems, document management, word processing, spreadsheets, presentations, virtual collaboration tools)
• Strong ability to interact professionally with senior leadership, internal staff, and external stakeholders; represent the executive's office and department professionally and consistently
• Ability to manage high-pressure situations while maintaining composure and professionalism
• Knowledge and practice of behavioral and office culture competencies, promoting a positive work environment
• Attendance and punctuality; adheres to work schedule and location assigned; abides by relevant policies, procedures, union contract, and supervisory directives as they relate to attendance, lunch/breaks, time-off, work location / remote work, etc.; arrives on time and is prepared for meetings and other commitments, is reliable for daily in office operations, and accountable regarding attendance and being present.

Work direction and interfaces:

• Reports to the chair of the department
• Interacts with unit administrative staff, including HR administrator, department manager, fiscal officer, office assistant, office coordinator, academic program coordinators, communications manager
• Interacts with faculty, higher administrators, and central MSU offices such as colleges offices, HR, Payroll, Travel, Accounting

The initial appointment is for a two-year term and is not guaranteed to continue beyond that period. Any extension will be contingent upon operational needs, available funding and satisfactory performance.

Minimum Requirements

Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar; five to eight years of related and progressively more responsible or expansive work experience in maintaining account ledgers, word processing, editing, composing correspondence, taking dictation, spreadsheet, database, desktop publishing, and/or presentation software; or an equivalent combination of education and experience.

Desired Qualifications

Experience in an academic and research unit carrying out duties associated with a support role to administrator, processing finance related documents, and knowledge of human resources actions and processes.

Familiarity with EBS, Kuali finance, BI reports, payroll, HR and finance, travel, accounting policies and procedures at MSU.

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

Cover letter, include reason for interest in position, a bit about your experience and why you would excel in this position, any other details you wish to share.

Resume

Names and contact information for 3-4 professional references.

Work Hours

STANDARD 8-5