Academic Affairs Executive Secretary / Executive Secretary II

MSU Internal Job Postings Details•East Lansing, MI

4d•Onsite

About The Position

The College of Nursing is seeking applications for an Academic Affairs Executive Secretary position. This role reports to the Associate Dean for Academic Affairs and provides comprehensive support to the Academic Affairs unit, including the Associate Dean and nursing curriculum system management. The position demands strong organizational skills, extreme attention to detail, and the ability to multitask in a fast-paced, interruptive environment. The Executive Secretary must handle information with strict confidentiality and function independently with minimal supervision. The working hours are Monday through Friday, 8 a.m. to 5 p.m.

Requirements

Knowledge normally acquired through a high school education with coursework 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
Proficient use of Microsoft Suite including Outlook
Ability to work independently and use sound judgment
Strong organizational skills
Extremely detail-oriented
Ability to multi-task in a fast-paced environment with frequent interruptions
Ability to work independently
Handle information with strict confidentiality

Nice To Haves

Knowledge equivalent to that which normally would be acquired through the first two or three years of college, such as an Associate’s degree
Six months to one year of related and progressively more responsible or expansive work experience in word processing, database, spreadsheet, presentation software and/or desktop publishing, web page software; office procedures
Bachelor's degree in business or related field
Previous experience providing administrative support and managing a complex calendar
Knowledge of University policies and procedures
Familiarity with EBS financial transaction processing
Advanced experience with Microsoft Office Word, Excel, PowerPoint, Access and Outlook including calendaring
CLIFMS experience
Excellent written and verbal communication skills
Website content management experience
Proofreading experience including correct usage of grammar, writing and editing skills
Excellent customer service skills
Event planning experience
Strong organizational skills
Extremely detail-oriented
Able to multi-task in a fast-paced environment with frequent interruptions
Able to work independently
Handle information with strict confidentiality
Able to problem solve quickly and efficiently
Experience in higher education

Responsibilities

Manages and maintains the Associate Dean for Academic Affairs complex calendar with independent ability to schedule, reschedule and cancel meetings and conferences
Coordinates travel and handles travel reimbursements for the Associate Dean
Creates, maintains and archives an accurate and efficient filing (electronic and physical) system for the Associate Dean for Academic Affairs
Assist Associate Dean with faculty reviews
Collects, compiles, and interprets data/information from internal and external sources to produce reports for a variety of university, public and private sources for the Associate Dean
Full responsibility for correct major codes on courses and sections and communicating the codes for Revenue Based Initiatives and other budget items
Enters the on and off campus course schedules through the university Student Information System (SIS)
Enters and updates pertinent information into the Student Information System (SIS)
Responsible for maintenance of accurate master course schedule including updates to courses, section arrangements, enrollment, etc.
Regular communication with College leadership, faculty, OSA, and RO to ensure schedule is current and available to the college for use across multiple units.
Acts as a liaison between the CON, UCC and AACC regarding curricular matters and changes and provides recommendations on policies and procedures related to curriculum and program changes