Office Assistant III

Michigan State University

East Lansing (MI)

On-site

USD 36,000 - 48,000

Full time

43 hours ago

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Job summary

Michigan State University’s College of Engineering seeks an Office Assistant III to coordinate procurement, travel, and reimbursement for faculty, staff, students, and guests. This role requires strong organization, reliable service, and the ability to provide accurate responses and reliable documentation.

The position emphasizes on-site collaboration, managing purchasing records in KFS, supporting competitive solicitations, and ensuring compliance with university policies while building

Qualifications

High school education with 3–5 years' related office experience.
Experience with word processing, spreadsheets, databases, and desktop publishing software.
Familiarity with university procurement policies and practices is a plus.

Responsibilities

Procurement and vendor coordination to meet teaching, research, and operational needs.
Advise on purchasing procedures and documentation.
Monitor orders and communicate delivery timelines to minimize disruptions.
Develop and maintain vendor relationships while observing budgets and requirements.
Support competitive solicitations and export-control/compliance issues.
Coordinate international purchases with university offices and address compliance needs.
Identify and resolve purchasing and vendor issues and suggest process improvements.
Manage incoming/outgoing mail and packages and coordinate distribution as needed.
Maintain organized records and communicate status updates to faculty, staff, students, guests, and vendors.
Support special projects that contribute to department operations.

Skills

Organizational skills

Detail-oriented

Problem-solving

Communication

Education

High school education

Tools

Kuali Financial System (KFS)

Job description

Position Summary

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.

Position Summary

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.

Community of Respect and Innovation

At Michigan State University’s College of Engineering, we believe that education and innovation are strongest when built on mutual respect. Guided by MSU’s land-grant mission, we are dedicated to advancing knowledge, expanding access to education, and creating solutions that serve the common good. We are committed to a community where each person is respected, supported, and empowered to thrive—engineering with respect, innovating with purpose, building with trust, and growing through resilience. Learn more about our Community of Respect and Innovation.

Key Responsibilities

Procurement and Vendor Coordination

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.

Departmental Administrative Support

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.

Other Duties As Assigned

Performs other duties as assigned to support the mission and operational needs of the department.

Department of Electrical and Computer Engineering

The Department of Electrical and Computer Engineering at Michigan State University has a tradition of excellence in teaching and research dating back to 1909. ECE faculty and students advance research across a broad range of fields, including electromagnetics, microelectronics, computing, robotics and autonomous systems, energy and power systems, materials and devices, biomedical engineering, signal processing, and communications. Through innovative education and research, the department prepares engineers to contribute to a rapidly evolving field and address complex technological and societal challenges.

About The College Of Engineering

For more than 130 years, the MSU College of Engineering has advanced, shared, and applied engineering knowledge to address society's most pressing challenges. Our mission is to prepare exceptional engineering graduates, conduct cutting‑edge research, and drive innovation that benefits communities locally and globally.

The college pursues this mission through educational and research programs across eight departments, with interdisciplinary strengths in computational sciences, energy, health, manufacturing, materials, mobility, security, and sustainability.

Minimum 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.

Desired Qualifications

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.

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

A Complete Application Will Include