Michigan State University College of Engineering · 13 hours ago
Secretary III
East Lansing, MI
Full-time
Onsite
Mid Level
3+ years expMichigan State University College of Engineering is seeking a Secretary III to provide administrative support for department leaders and large-scale programs. The role involves managing complex calendars, coordinating travel, and supporting virtual meetings, among other responsibilities.
Higher Education
Responsibilities
Serves as administrative support for department leaders, large-scale programs, and processes
Manages complex calendars, scheduling meetings, prioritizing appointments, and resolving conflicts
Coordinates travel, itineraries, and expense documentation
Coordinates logistics for searches, including scheduling interviews, candidate communications, and confidential materials
Supports virtual and hybrid meetings by managing video conferencing platforms, meeting links, recordings, and related technology needs
Maintains employee rosters and other types of records including motor vehicle requests, mobile telephone device upgrades, meal ticket distributions, and other records as needed
Pulls and reviews budget reports, assists with monitoring expenditures, and supports budget and purchasing corrections in alignment with university and divisional financial policies
Processes purchasing requests, requisitions, and purchase orders in accordance with university and divisional policies
Orders necessary supplies for large scale programming, daily operations and office supplies
Daily utilization of technology systems, including calendar management, document management, virtual meeting platforms, and collaboration tools
Assists in developing policies and procedures for the department and role
Shares knowledge, best practices, and resources to improve efficiency and team effectiveness through utilizing and documenting standard operating procedures
Collects data to assist in the preparation of events, programs and departmental reports
Coordinates communication across units to support departmental initiatives
Provides prompt, high-level customer service to internal and external constituents
Follows University and Departmental policies and procedures in order to address and resolve questions, problems and emergencies
Maintains confidentiality of sensitive and privileged information
Performs other duties normally associated with a Secretary I or II in order to ensure the completion of necessary work
Qualification
Required
Serves as administrative support for department leaders, large-scale programs, and processes
Manages complex calendars, scheduling meetings, prioritizing appointments, and resolving conflicts
Coordinates travel, itineraries, and expense documentation
Coordinates logistics for searches, including scheduling interviews, candidate communications, and confidential materials
Supports virtual and hybrid meetings by managing video conferencing platforms, meeting links, recordings, and related technology needs
Maintains employee rosters and other types of records including motor vehicle requests, mobile telephone device upgrades, meal ticket distributions, and other records as needed
Pulls and reviews budget reports, assists with monitoring expenditures, and supports budget and purchasing corrections in alignment with university and divisional financial policies
Processes purchasing requests, requisitions, and purchase orders in accordance with university and divisional policies
Orders necessary supplies for large scale programming, daily operations and office supplies
Daily utilization of technology systems, including calendar management, document management, virtual meeting platforms, and collaboration tools
Assists in developing policies and procedures for the department and role
Shares knowledge, best practices, and resources to improve efficiency and team effectiveness through utilizing and documenting standard operating procedures
Collects data to assist in the preparation of events, programs and departmental reports
Coordinates communication across units to support departmental initiatives
Provides prompt, high-level customer service to internal and external constituents
Follows University and Departmental policies and procedures in order to address and resolve questions, problems and emergencies
Maintains confidentiality of sensitive and privileged information
Performs other duties normally associated with a Secretary I or II in order to ensure the completion of necessary work
May require valid vehicle operator's license where needed to perform duties of the position
Other skills and/or physical abilities required to perform duties of the position
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
Knowledge normally acquired through a high school education; 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
The job will require knowledge of presentation and web page software and technical terminology and/or technical training related to the field of employment, or an equivalent combination of education and experience
Preferred
Previous experience with managing department leaders' calendars
Exceptional organization and time management
Understanding of operational excellence and workflow efficiency
Ability to work independently and manage competing priorities
Proficiency in Microsoft Office suite, especially Outlook, Teams, Excel and Access
Knowledge of MSU systems, policies and processes
Company
Michigan State University College of Engineering
Our College of Engineering is among the founding disciplines at Michigan State University and among the three largest academic units.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase