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Secretary III

Company: Michigan State University
Location: East Lansing
Posted on: November 25, 2022

Job Description:

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Secretary III

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Back to search results Apply now Job no: 824106

Work type: Support Staff

Pay Grade:09

Major Administrative Unit / College:Eli Broad College Of Business

Department:Department Of Supply Chain Management 10008570

Sub Area:CT- Clerical Tech.

Salary:Salary Commensurate with Experience

Location: East Lansing

Categories: Office/Clerical Support, Clerical Technical- CT, Full Time (90-100%), Union, Remote-Friendly

Position Summary

+ General Office

+ Greets visitors and answers the phone in order to provide information or screen, prioritize, and route to the correct source

+ Process mailings, including express mail for two MS programs

+ Maintain copiers (service & supplies), assign and maintain list of copier codes, scanner set-up, technical support for copier users, schedule technicians and order toner as needed

+ Maintain office supplies inventory and order supplies, books, and other materials for faculty/staff

+ Assign keys, order keys/maintain inventory, keep database of inventory and assigned keys

+ Process telecom requests, assist faculty and staff with telephone and voicemail issues

+ Process facilities repair/maintenance/salvage requests

+ Oversee office moves and renovations (with office manager); work with IPF, Telecomm, IT services

+ Obtain course syllabi from faculty and maintain syllabus file and SIRS Reports

+ Maintain phone list with any changes (office moves, new hire, or someone leaves)

+ Create and maintain procedures and policies documents.

+ Work with coworkers, other departments, and outside vendors to exchange information and resolve problems.

+ Financial and Travel

+ Process DV reimbursements, payments, requisitions, p-card reconciliations, cash receipts, and create vendors in KFS

+ Maintain and reconcile ledgers and process correcting entries (GEC, IAA, DV, and DI), report discrepancies to fiscal officer

+ Process travel authorizations, expense reports (create or review), and arrange travel for faculty (direct billed flights, MI Flyer, motor pool vehicles, conference registration)

+ Process travel for visitors/faculty recruiting (DB flights, hotel, airport transportation)

+ Human Resources

+ Process hiring and termination of student and temp/on-call employees

+ Maintain personnel files

+ Provide student and temp/on-call employees with university/department policies/procedures and serve as resource

+ Run reports and verify student/temp-on call time is on correct accounts

+ Process cost redistributions and change of status forms for student and temp/on-call employees

+ Verify I-9s

+ Faculty Support (non-financial/travel)

+ Schedule and proctor undergraduate make-up exams

+ Process textbook orders (desktop copy), and coordinate textbook entry in guidance (RO system)

+ Reserve conference rooms and classrooms

+ Order equipment for classrooms and assist faculty with classroom resources/issues

+ Assist faculty teaching assistants with supplies and copy issues

+ Provide direct support to chairperson and business managers

+ Provide training to new programs that are introduced. (Concur/updated payroll process)

+ Student Support (non-HR)

+ Process graduate/undergraduate overrides (outside of UAS responsibilities)

+ Enroll for independent studies and study abroad

+ Currently enrolling MSMR students

+ Faculty Recruiting

+ Assist search committee with placing advertisements

+ Coordinate candidate schedules for virtual and/or on campus visits

+ Assist candidates with travel arrangements and reimbursements

+ Make reservations for meals

+ Misc.

+ Update department websites.

+ Meeting planning: organize catering menu (obtain participant choice in options) and schedule the delivery. Along with preparing it in the room. This is for meetings or events, as needed.

Unit Specific Education/Experience/Skills

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 may require knowledge of presentation and web page software and technical or medical terminology and/or technical training related to the field of employment; or an equivalent combination of education and experience.

Desired Qualifications

Knowledge of MSU systems such as EBS, Kuali, Concur, Campus Solutions, Spartan Market place, Business Intelligence, SAP

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 and Cover Letter

Together-we-will Statement

The university is requiring all MSU students, faculty and staff to be vaccinated against COVID-19 with limited exceptions. Learn more at:https://msu.edu/together-we-will/

Work Hours




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 on 11/8/2022 at 11:55 PM

Advertised: Nov 2, 2022 Eastern Daylight Time

Keywords: Michigan State University, East Lansing , Secretary III, Administration, Clerical , East Lansing, Michigan

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