Office Assistant III

Office Assistant III

This position is part of the College of Arts & Letters Office and Technical Operations Team and provides comprehensive administrative and operational support to assigned departments, centers, and programs. The position provides reception and clerical support to chairs and/or directors, responds to stakeholders during regular business hours, answers questions and inquiries, and communicates with other functional teams on behalf of assigned units. The position exercises sound judgment, maintains confidentiality, and represents the College and its units in a professional manner.

General office responsibilities include copying, scanning, faxing, shipping, filing, typing, distributing mail, assigning mailboxes, and maintaining electronic files. The position updates directories and rosters, renews mailings and subscriptions, monitors inventory, orders general office supplies, submits Infrastructure Planning and Facilities service requests for building repairs, and maintains key records. The position also arranges and assists with standardized office procedures and provides support for faculty and staff using the MSU travel system.

The position provides administrative and logistical support for unit events and activities. Responsibilities include scheduling venues; ordering food; coordinating guest travel and lodging; gathering information needed to process honorarium payments; and assisting with other event-related arrangements. The position also maintains and reconciles financial records associated with events and guest travel.

Communication and scheduling responsibilities include maintaining calendars, scheduling meetings, tracking important dates and events, managing listservs, and composing and disseminating communications related to unit events, activities, and announcements. The position drafts, edits, and prepares documents and correspondence using word-processing, spreadsheet, and presentation software and assists with maintaining unit websites.

The position provides administrative support for faculty and staff searches, unit-level committees, special projects, and other operational needs. Responsibilities may include preparing and organizing materials, coordinating schedules and communications, attending meetings to obtain and disseminate information, and completing related follow-up activities.

The position may supervise and direct the work of student employees and interacts regularly with administrators, students, faculty, staff, alumni, and other constituents. Through these interactions, the position helps build and strengthen relationships with students, alumni, and friends of the College and Michigan State University.

The successful candidate will be proactive and service-oriented, with the ability to manage diverse responsibilities, exercise sound judgment, establish priorities, and work effectively in an environment with frequent interruptions. Additional office responsibilities, special projects, and administrative duties may be assigned as needed to support the overall operations of the College and its units.

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: 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 continuous learning for self-improvement.

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