Executive Secretary II

MSU Careers Details•East Lansing, MI

5d•Onsite

About The Position

The Executive Secretary II will serve the College of Natural Science in the support role for the chair of the Department of Biochemistry and Molecular Biology. This position will carry out administrative tasks in support of the unit’s missions and activities and serve as a point of contact for trainees, faculty, administrators, executives, donors, alumni, and the public, representing the chair and the department with a high level of professionalism. This is an in-person administrative position to support the daily duties and for consistent departmental operations.

Requirements

Excellent written and verbal communication; communicates clearly and credibly in both verbal and written forms with diverse audiences, with utmost confidentiality in all matters; ability to draft professional correspondence on behalf of executives with excellent communication skills
Strong ability to carry out all tasks with a high level of accuracy, attention to detail, timeliness, and efficiency; manage and track multiple new and ongoing tasks and processes in various stages of completion, follow-through from start to finish; proactively anticipate and initiate processes and procedures when appropriate; manage time appropriately, and with competing priorities, complex calendars and high-volume workflows; ability to anticipate executive needs and act proactively with minimal direction; meets deadlines
Ability to identify issues, exercise diplomacy and sound judgment in decision making and sensitive situations, resolve administrative challenges proactively
Advanced knowledge of office administration practices, procedures, and professional standards
Knowledge of organizational structure, policies, and governance processes in an academic and research environment
Understanding of confidential records management and data privacy requirements; skilled in handling sensitive and confidential information appropriately
Knowledge of meeting protocols, including agenda preparation, minute-taking, and follow-up tracking
Ability to coordinate complex schedules involving multiple stakeholders and competing priorities
Ability to synthesize information and prepare concise summaries, reports, or briefing materials
Ability to work independently while also collaborating effectively across teams
Ability to support and track administrative projects, events and initiatives from initiation to completion
Knowledge, understanding, and practical application of MSU and college policies and procedures. In addition to applicable state and federal laws, such as FERPA, FIOA, Title IX, etc.; ability to maintain compliance and reduce risk; understanding of confidential records management and data privacy requirements
Proficiency in office technologies (e.g., Microsoft 365 Suite, calendar systems, document management, word processing, spreadsheets, presentations, virtual collaboration tools)
Strong ability to interact professionally with senior leadership, internal staff, and external stakeholders; represent the executive’s office and department professionally and consistently
Ability to manage high-pressure situations while maintaining composure and professionalism
Knowledge and practice of behavioral and office culture competencies, promoting a positive work environment
Attendance and punctuality; adheres to work schedule and location assigned; abides by relevant policies, procedures, union contract, and supervisory directives as they relate to attendance, lunch/breaks, time-off, work location / remote work, etc.; arrives on time and is prepared for meetings and other commitments, is reliable for daily in office operations, and accountable regarding attendance and being present.
Minimum Requirements: Knowledge normally acquired through a high school education with course work 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; or an equivalent combination of education and experience.

Nice To Haves

Experience in an academic and research unit carrying out duties associated with a support role to administrator, processing finance related documents, and knowledge of human resources actions and processes.
Familiarity with EBS, Kuali finance, BI reports, payroll, HR and finance, travel, accounting policies and procedures at MSU.

Responsibilities

Provide administrative support to the chair
Collaborate with other administrative staff to support the department’s missions and activities
Manage the chair’s scheduling and appointments, including meetings and events on and off campus
Assist with preparing and editing correspondence, documents, itineraries, presentations and briefs
Initiate and oversee routing of signatory process for various documents and actions
General office reception, including answering phones and responding to inquiries
Arrange domestic and international travel for the chair and visitors, candidates for positions, departmental guests, recruits
Process FedEx and other mailings, sort daily mail and package delivery
Process travel reimbursements, set up vendors and issue vendor payments
Maintain organized data and file systems
Manage keys/access distribution and records
Gather, screen and relay sensitive information received from university executives, faculty, staff, visitors while maintaining strict confidentiality
Assist with budget expenditures, process transactions, prepare quarterly invoices, monthly reports, budget reallocations, cost redistributions, disbursement vouchers, billings (ACA fees, posters, other activities)
Process and oversee P-card orders and reconciliation process
Initiate and follow through the procedures associated with posting positions and hiring various employee groups (student, temp/on-call, staff, faculty/academic staff)
Oversee student recruitment and training programs, which includes hiring, issuing stipends
Process bi-weekly payroll time entry, monitor payroll accounts, maintain payroll records, and process related cost redistributions with timeliness, accuracy and efficiency
Assist with seminar series, speaker arrangements, schedules
Assist with departmental events, coordinate with venue, organize activities
Other administrative duties as assigned