Assistant to the Chair / Office Coordinator II

MSU Internal Job Postings Details•East Lansing, MI

3d•Onsite

About The Position

The Department of Medicine seeks an energetic, engaged, and highly organized individual to provide executive-level administrative support to the Chair and departmental leadership. This on-campus role works closely with a counterpart to support a multifaceted, dynamic, and growing department. The position provides comprehensive administrative, communications, and operational support to the Department of Medicine (DOM). Responsibilities include supporting Reappointment, Promotion, and Tenure (RPT) processes, executive meetings, lectures, and special departmental initiatives. The role delivers a broad range of services, including preparing and distributing departmental communications; coordinating Department of Medicine Grand Rounds and other lecture series by organizing, identifying, and liaising with speakers and presenters (including the Swisher and Willis lectures); and serving as the DOM Level 1 HR approver for all no-pay faculty forms. The position serves as the primary administrative support for the RPT process and is responsible for recording and distributing minutes for departmental and committee meetings, including the DOM monthly meeting and RPT Committee. Additional responsibilities include maintaining the Department of Medicine website and social media presence; developing and disseminating periodic newsletters to targeted faculty and staff; ensuring compliance with Department of Medicine bylaws; and providing administrative support to the department’s standing committees. The role also coordinates and processes annual reviews for non-prefix faculty as applicable to the Chair’s Office, provides backup coverage for the Chair’s calendar including meeting scheduling, and performs other administrative duties as assigned. This position requires demonstrated excellence in written and verbal communication, including the ability to independently compose professional correspondence. Demonstrated ability to manage multiple priorities with competing deadlines; work independently; exercise sound judgment; and maintain confidentiality. Excellence in communication, organizational, and interpersonal skills and ability to interact with varied constituents in a timely courteous and professional manner; ability to interpret information in order to coordinate projects and respond to questions; demonstrates a work orientation that includes problem solving, teamwork and adaptability to change, focus on service, and continuous learning for self-improvement.

Requirements

Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or related field
One to three years of related and progressively more responsible or expansive work experience in a professional office setting, performing secretarial and administrative tasks, including experience with scheduling meetings, data entry, payroll processing, office machines, email and internet usage or in performing tasks related to the area of employment
Experience in word processing, spreadsheet, mail merge, database, calendaring, publishing, and/or presentation software

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 in a business-related field.
Five years of related work experience in Executive administrative support
Experience producing accurate and timely meeting minutes
Proficient in composing written correspondence.
Ability to manage multiple, simultaneous projects and schedules with overlapping timelines and demands
Experience working with academic departments, colleges, and public/community organizations
Ability to work/think independently, render decisions based on relevant information, use good judgement and maintain confidentiality.
Familiar with the faculty reappointment, promotion and tenure process.
Experience arranging and reimbursing domestic and international travel.
Demonstrated excellence in communication, organizational, and interpersonal skills and ability to interact with varied constituents in a timely courteous and professional manner
Ability to interpret information in order to coordinate projects and respond to questions
Demonstrates a work orientation that includes problem solving, teamwork and adaptability to change, focus on service, and continuous learning for self-improvement.
Proficient with Zoom and Microsoft Office Suite including Word, Excel, Access, Power Point, Outlook as well as Canva.

Responsibilities

Prepare, draft, and distribute official communications on behalf of the Department.
Serve as Level 1 HR approver for DOM no-pay faculty appointments and create faculty personnel folders.
Coordinate Department of Medicine Grand Rounds (twice monthly, September–May), including scheduling presenters and collaborating with the CME office for accreditation.
Schedule, organize, and manage monthly Department meetings (September–May), including collecting presentation materials, preparing slide decks, tracking attendance, and recording/distributing minutes.
Support visiting speakers for conferences and special lectures (e.g., Swisher and Willis lectures), including scheduling and logistical needs.
Maintain the DOM website and social media presence and develop and disseminate periodic newsletters to targeted faculty and staff.
Provide administrative support and minute-taking for key committees, including: Reappointment, Promotion and Tenure (RPT) Committee
Ensure committee processes follow DOM bylaws and assist the Chair in implementing related practices.
Serve as the primary administrative support for all DOM RPT processes.
Coordinate and assemble promotional packets for clinical, tenure, research, prefix, and non-prefix faculty.
Act as liaison between the DOM, Faculty Affairs, the Dean’s Office, and affiliated partners regarding the promotion process.
Provide guidance, reminders, and instructions to faculty during all stages of the RPT cycle.
Establish and maintain RPT Committee Teams channels, prepare materials, attend meetings, and record minutes.
Coordinate and manage annual RPT workshops.
Prepare reappointment dossiers for clinical and non-prefix faculty; coordinate review and voting with the Advisory Committee; submit finalized dossiers through the FAD system.
Prepare fixed-term reappointment recommendation forms.
Coordinate with CHM HR and community partners on the prefix reappointment mass update process.
Coordinate teaching effort and planned teaching assignments with DOM leadership; distribute assignments to faculty.
Schedule and attend meetings between Chair and students, draft and prepare letters of recommendation, and submit final letters to ERAS.
Maintain key departmental documents, including the department organizational chart, master faculty lists, and office procedures.
Assist DOM staff and faculty with communication needs, including creation of surveys and registration forms.
Coordinate faculty photos during department meetings.
Attend community site visits with the Chair as needed.
Provide backup coverage for the Chair’s academic and clinical calendar, including scheduling meetings, teaching, research, clinical duties, and professional commitments.
Assist in training and onboarding new support staff.
Perform other administrative duties as assigned by the Department Administrator.