Secretary Iii

Company	Michigan State UniversitySee more
Address	East Lansing, MI
Form of work	Full-time
Salary	$20.46 - $24.04 an hour
Category	Sales/marketing

Job description

Summary:

The primary functions of this position are to provide general secretarial assistance and support to MSU Technologies (MSUT) as needed. This includes sensitive subject matters and subjects that require attention to detail, provide direct support to the Technology Managers within MSU Technologies as well as the Executive Assistant / Office Manager, and provide receptionist support to visitors and guests of MSU Technologies. This position reports to the MSU Technologies Executive Assistant / Office Manager. MSU Technologies offers a hybrid work environment, requiring that the successful candidate work in the office four days per week after serving three months in the position. The first three months of the position are full time in the office, five days per week.

Duties:

40% - Secretarial Support to MSU Technologies Staff:

Provides secretarial and calendar support to MSUT staff and administrators.
Process travel requests and expenses, non-travel reimbursements, vendor payments, special payments, etc., in EBS.
Processes and tracks association memberships for MSUT staff.
Prepares and routes business correspondence and forms (electronic and hardcopy) as needed.
Assists in developing and updating policies and procedures for this position as well as the office.
Follows University and Departmental policies and procedures to address and resolve questions, problems, and emergencies.
Process and tracks requests with IPF (Infrastructure Planning and Facilities) and other departments within the University regarding maintenance, telecommunication, A/V postal/delivery needs, etc.
Assists MSUT staff members, including supervisor, with searches (internet) and other special projects as requested.
Assists MSUT staff members with identifying and tracking internal and external outreach opportunities, management of MSUT events calendar.
Assists with entering marketing contacts, companies and correspondence into Minuet database.
Performs other duties normally associated with a Secretary I or II to ensure the completion of necessary work.
Supplemental support to MSU Business Connect as assigned by the MSUT Executive Assistant/ Office Manager.
Other duties as assigned.

35% - Receptionist Duties:

Daily use of Microsoft Office Suite, proficiency with database, spreadsheet, word processing, and presentation programs.
Receives, processes, and routes incoming mail to the appropriate staff member.
Sends outgoing mail and shipping packages for the office.
Receives and greets MSUT/MSU Innovation Center visitors.
Schedules meetings and conference calls, involving multiple parties, including both on-campus and off-campus representatives, and arranges conference rooms as needed.
Assists MSUT staff with arranging promotional materials for internal and external meetings and events, weekly Screening Report meetings as well as other event coordination.
Assists with the planning and implementation of the annual Innovation Celebration.
Manages the supply budget and inventory; orders office supplies for MSUT.
Maintains kitchen supplies and cleanliness. Shop, display and/or cater food and drink for meetings, parties, events.
Acts as the point person for the operation and troubleshooting of general office equipment.
Creates and maintains electronic filing system, and hardcopy files.
Other duties as assigned.

25% Communication:

Receives and routes incoming calls on multi-line phone, obtaining comprehensive information for referral and/or response; reroute callers seeking specific information to the appropriate staff member for assistance.
Communicate status of tasks to those who requested assistance when projects are in progress and when completed.
Communicate with the supervisor all work requests and facility requests for individuals within the department.
Attend weekly meetings with supervisor.
Attend weekly departmental all staff updates and monthly meetings.
Other duties as assigned.

This position offers a salary range of $20.46 per hour to $24.04 per hour, commensurate with experience.

Unit Specific Education/Experience/Skills

Knowledge normally acquired through a high school education; three to five years of related and progressively more responsible or expansive work experience in maintaining accounting ledgers and/or experience in word processing, spreadsheet, database, and/or desktop publishing software. The job may require knowledge of presentation and web page software and technical or medical terminology and/or technical training related to the field of employment; or an equivalent combination of education and experience.

Candidates must have the capacity to comply with federally mandated requirements of U.S. export control laws.

May require valid vehicle operator's license where needed to perform duties of the position.

May occasionally require some lifting up to 20 pounds at the maximum.

Desired Qualifications

Knowledge and respect of policies and procedures outlined for Michigan State University: Manual of Business Procedures, and general rules concerning University organization and procedures; interpersonal skills that reflect punctuality, courtesy, tactfulness, and respect toward others; excellent verbal and written communication skills including grammar, spelling and punctuation; effective telephone communication skills; self-motivator with the ability to work independently, and exercise good judgment and discretion especially when handling confidential and sensitive data; ability to multi-task and prioritize work to meet critical deadlines while staying on-task with other assigned duties and responsibilities to complete assignments in a timely manner; strong organizational skills; emphasis on accuracy and attention to detail; and demonstrates initiative. Advanced experience in Microsoft Office Suite including Microsoft Outlook. Experience in EBS including Kuali Financial Systems (KFS) and SAP Concur Travel software.

Experience including: database and file sharing navigation, word processing and proofreading, creating and maintaining documents, maintaining electronic and paper filing systems, use of electronic spreadsheets, email, calendaring software, office equipment and event coordination.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Applicants must submit a cover letter and resume with their application.

Special Instructions

To view more infomation about the MSU Technologies office within the MSU Innovation Center, please review our website: https://innovationcenter.msu.edu/tech-transfer-commercialization/.