Academics Operations Coordinator / Project/Event Coordinator

MSU Internal Job Postings Details • East Lansing, MI

2d • Onsite

About The Position

Plans, coordinates, maintains oversight, and executes assigned administrative projects and large-scale events for the College of Natural Science Dean’s Office. This role supports the College of Natural Science Dean’s Office by developing, planning, coordinating, and managing assigned projects and events. It also supports events and programs such as new student orientation, university commencement, admitted students day, college and/or Human Biology colloquium, and college awards ceremonies. The position involves researching opportunities for new projects, developing and implementing process improvements, and publishing reports. It also includes assisting with budget development, monitoring vendor contracts, and collaborating with the communications team on publications. Additionally, the role provides service and administrative support to students, faculty, specialists, and staff, assists with record maintenance in the Student Information System (SIS), manages calendaring, responds to inquiries, and maintains educational records, websites, databases, and system forms. Office coverage and back-up support may be required. The role also involves completing purchases and acquisitions using a university-issued purchasing card and reconciling receipts, contributing to team goals, and staying updated on MSU and college-level news and developments.

Requirements

• Knowledge equivalent to that which would normally be acquired in a four year college degree in Public Relations, Communications, Business or in an area related to the work being performed.
• One to three years of related and progressively more responsible and expansive work experience in a field related to the position of planning, evaluating, and executing short/long-term projects and special events; or an equivalent combination of education and experience.
• Software skills in Microsoft Office Suites that is specific to the operational activities of the unit.
• Demonstrates competency in planning, coordinating and executing projects and events with a high level of detail and collaboration.
• Adheres to work schedule and location assigned. Abides by relevant policies, procedures, union contract, and supervisory directives relating to attendance, lunch/breaks, time-off, work location / remote work, etc.
• Arrives on time and is prepared for meetings and other commitments.
• Communicates clearly and credibly in both verbal and written forms with diverse audiences.
• Knowledge, understanding, and practical application of MSU and college policies and procedures.
• In addition to applicable state and federal laws, such as FERPA, FOIA, Title IX, etc.
• Ability to maintain compliance and reduce risk.
• Manages interactions with visitors, vendors, and administrators with professionalism, answers questions tactfully, takes accurate and clear messages, and directs calls to the appropriate contacts for resolution.
• Demonstrates self-awareness, self-regulation, motivation, empathy, and strong social skills in daily interactions.
• Possesses the ability to follow instructions effectively and contribute actively as a team member.
• Upholds and promotes the NatSci core values and the college's strategic priorities through consistent and principled actions.
• Effectively provides support to multiple projects and people. Organizes work, deliverables, and service needs with precision and logical structure.
• Identifies and utilizes available resources efficiently to meet the goals and objectives of the Dean’s Office.
• Build productive working relationships to support collaboration and shared success.

Nice To Haves

• One or more years of experience in Project and event planning, ideally in an academic setting.
• Supporting multiple administrators and leaders in a professional setting.
• Clerical and administrative project management for short- and long-term projects.
• Using Microsoft office suites, Oracle Peoplesoft Campus Solutions or other Student/Enrollment Management Systems, educational support applications and data warehouses.
• Interpreting and applying institutional policies and procedures and other relevant regulatory or compliance requirements.
• In a customer service / front facing role.

Responsibilities

• Develops, plans, coordinates and manages assigned projects and events.
• Supports events and programs including, but not limited to, new student orientation, university commencement, admitted students day, college and/or Human Biology colloquium, and college awards ceremonies.
• Researches opportunities for the development of new projects based on evolving needs of the Dean’s Office.
• Develops and implements continual process improvements throughout project cycles and publishes reports at conclusion of project/event activities.
• Assists with project/event budget development and monitors, analyzes, and reconciles related records.
• Acts as liaison with vendors to obtain requested project/event materials.
• Monitors contracts and agreements to ensure that all provisions are met.
• Assists the communications team with preparation of project/event related publications and announcements.
• Provides service and administrative/clerical support to students, faculty, specialists, and staff in the Dean’s Office.
• Assists with maintenance of records in the Student Information System (SIS) and ensures data integrity.
• Assists with calendaring, respond to inquiries via e-mail, answer and direct phone calls from the main college line during operating hours.
• Maintain educational records, websites, databases, and system forms.
• May provide office coverage and/or back-up coverage to team members as assigned.
• Completes purchases and acquisitions with university issued purchasing card for Dean’s office teams, and reconciles receipts according to university policies.
• Makes valuable contributions to meet the goals and objectives of the team and/or team where service is assigned.
• May include providing back-up support to colleagues as directed.
• Engages with MSU and college-level updates by following news and announcements, attending staff meetings, and pursuing training and development opportunities.
• Performs other duties as assigned, consistent with the responsibilities of this job classification.

Benefits

• Consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level