Executive Secretary II

MSU Careers Details•East Lansing, MI

About The Position

The Executive Secretary II manages key administrative processes for the Associate Deans, leads and implements projects and policy workflows, supports faculty appointment and recruitment logistics, coordinates administrative planning for College programs and events, manages College-wide room-scheduling conflict resolution, and provides operational and communication support for the Dean’s Suite. The role supports the Associate Deans of Academic Affairs and Faculty Affairs and Dean’s Suite leadership through schedule management, correspondence, reports and presentations, travel arrangements, expense reimbursements, and faculty appointment logistics. The position leads administrative projects and policy implementation, coordinates planning and logistics for College programs, workshops, conferences, symposia, and faculty-sponsored activities, and coordinates with campus partners such as Marketing and Communications, IT/AV, and facilities. It supports faculty recruitment, part-time faculty processes, student class evaluations, grade-submission review, and Dean’s Suite-sponsored activities. The Executive Secretary serves as the College-wide coordinator for resolving room-scheduling conflicts, assists with Dean’s Suite operations and student employee supervision, and maintains records in accordance with University retention standards. The role also supports accreditation and external reporting data collection, analyzes course offerings and part-time faculty profiles for academic planning, and may use approved technologies to improve operational efficiency and collaboration. This position may supervise student workers in the Dean’s Suite. The position has standard work hours of 8 a.m. to 5 p.m. MSU designates it as remote-friendly, meaning some or all duties may be performed remotely as mutually agreed upon.

Requirements

Knowledge normally acquired through a high school education with coursework in word processing, typing, shorthand, and grammar.
Five to eight years of related, progressively more responsible or expansive work experience in maintaining account ledgers, word processing, editing, composing correspondence, taking dictation, spreadsheets, databases, desktop publishing, and/or presentation software; or an equivalent combination of education and experience.

Nice To Haves

Ability to create visually engaging graphics and PowerPoint slides.
Interest in adopting new and forward-looking technologies and tools to increase efficiency and collaboration.
Strong organizational skills and ability to manage multiple projects, deadlines, and stakeholders accurately.
Ability to communicate effectively and exercise sound judgment when coordinating across faculty, staff, departments, and campus partners.

Responsibilities

Manage the Associate Deans’ schedules, anticipate conflicts, and coordinate across departments and stakeholders.
Prepare reports, charts, graphs, and PowerPoint presentations using existing databases and Excel.
Draft, format, and distribute correspondence; manage part-time faculty communication lists; and post College events to relevant calendars.
Arrange travel and process expense reimbursements.
Assist with faculty appointment processes, including logistics for job talks and candidate visits.
Assist with the College’s event-support process and route inquiries appropriately.
Lead and coordinate administrative projects involving multiple departments, stakeholders, or recurring College processes.
Coordinate administrative planning and support for College programs, workshops, conferences, symposia, and faculty-sponsored activities, including scheduling, communications, logistics, and coordination with campus partners.
Coordinate support with Marketing and Communications, IT/AV, facilities, and other campus partners as appropriate.
Support faculty recruitment logistics from job talks through post-offer visits.
Coordinate major projects involving part-time faculty, including profile updates, annual adjunct budget monitoring, and evaluation processes.
Create and update forms for policy implementation and recurring administrative workflows.
Coordinate posting, collection, and dissemination of student class evaluations.
Assist the Associate Dean for Academic Affairs with review of grade submissions.
Plan administrative details for Dean’s Suite-sponsored activities, including part-time faculty orientation and advisory meetings.
Coordinate College-wide resolution of room-scheduling conflicts and ensure appropriate prioritization of events, classes, and meetings.
Back up responses to Dean’s Suite space requests and reserve University spaces as needed.
Assist the Dean’s Executive Assistant with recruiting, scheduling, and supervising student employees.
Support daily Dean’s Suite operations, including supply management, mail handling, and maintenance of digital and physical organizational systems.
Maintain familiarity with the Dean’s Executive Assistant’s responsibilities and provide backup support as needed.
Maintain part-time faculty records, contact information, distribution lists, and related documentation.
Maintain and post faculty hiring materials and charts.
Oversee Dean’s Suite recordkeeping protocols in accordance with University retention standards.
Assist the Chief of Staff with data collection and monitoring for accreditation and external reporting.
Analyze course offerings and part-time faculty profiles to support academic planning.
With the Chief of Staff’s approval, use new technologies to increase operational efficiency and collaboration.
May supervise student workers in the Dean’s Suite.