Office Assistant III

MSU Careers Details•East Lansing, MI

9d•Onsite

About The Position

The Department of Electrical and Computer Engineering within the College of Engineering is seeking a proactive, detail-oriented, and highly organized Office Assistant III to coordinate procurement, travel, reimbursement, and related administrative activities for faculty, staff, students, and guests. The ideal candidate will be approachable, service-oriented, and comfortable serving as a knowledgeable departmental resource. This position manages the purchase of supplies, equipment, parts, components, and services needed to support departmental teaching, research, and operations. The Office Assistant III advises department members on purchasing options and requirements; monitors orders and delivery timelines; maintains accurate procurement records and data in the department's purchasing and tracking system; reconciles electronic documents (eDocs) in the Kuali Financial System (KFS); supports competitive solicitations; and helps resolve purchasing, vendor, export-control, and compliance issues. Success in this role requires strong organizational and problem-solving skills, careful attention to detail, sound judgment, and the ability to manage competing priorities and tight turnaround times. The successful candidate will provide responsive service, communicate effectively, and build productive working relationships across the department and University. This position requires regular on-site, in-person work to support operational needs and effectively collaborate with faculty, staff, students, and University partners.

Requirements

Knowledge normally acquired through a high school education
three to five years of related and progressively more responsible or expansive work experience in word processing, spreadsheet, database, and/or desktop publishing software; presentation and webpage software; typing and filing; maintaining accounting ledgers; or an equivalent combination of education and experience.

Nice To Haves

Knowledge of MSU procurement policies, procedures, and systems.
Experience with MSU's travel and expense systems or comparable systems.
At least one year of experience in procurement, purchasing, logistics, financial processing, or a related field.
Strong organizational, interpersonal, written and verbal communication, time-management, and problem-solving skills.
Ability to manage competing priorities, meet deadlines, and follow through on assignments with accuracy and meticulous attention to detail.
Sound judgment and discretion when handling confidential information.
Professional, approachable, goal-oriented, collaborative, and dependable work style, with a demonstrated commitment to contributing as a team member.

Responsibilities

Procures goods and services through Spartan Marketplace, purchasing cards, purchase orders, and other approved methods, verifying quantities, pricing, account information, and delivery requirements.
Works with faculty, staff, and students to identify appropriate, cost-effective products and purchasing methods that meet teaching, research, and operational needs.
Advises department members regarding University and departmental purchasing procedures, policies, documentation, and available options.
Monitors order status and delivery timelines and communicates proactively to minimize disruptions to research and departmental operations.
Develops and maintains effective vendor relationships for equipment, parts, components, systems, supplies, and services while observing budgetary and procurement requirements.
Supports competitive solicitation activities, including requests for information and sole-source or single-source justifications.
Coordinates international purchases and works with appropriate University offices to address export-control and other compliance requirements.
Identifies, investigates, and resolves purchasing and vendor issues and recommends improvements to departmental processes.
Provides responsive administrative support related to purchasing, travel, reimbursements, and department operations.
Manages incoming and outgoing mail and packages and coordinates distribution or shipment as needed.
Maintains organized records and communicates status updates, deadlines, and documentation needs to faculty, staff, students, guests, and vendors.
Performs related administrative duties and supports special projects that contribute to effective departmental operations.
Performs other duties as assigned to support the mission and operational needs of the department.