Office Assistant IV

Michigan State University College of Engineering; East Lansing (MI); On-site; USD 50,000 - 75,000; Full time

Job summary

Michigan State University College of Engineering is seeking an Assist Chairperson to support the Chair’s schedule, manage deadlines, and prepare the department annual report for CNS. The role includes attending CW meetings and taking minutes, collaborating with STT committees, and helping with RPT processes and annual faculty reviews.

The position also covers CNS/University elections, nominations, summer course scheduling, office space coordination, event planning, and coordination with the

Qualifications

• Knowledge equivalent to two to three years of college or technical school.
• One to three years of related work experience in maintaining account ledgers and departmental operations.
• Experience in an academic unit; strong communication, professionalism, and multitasking skills.

Responsibilities

• Assist Chairperson by managing deadlines, schedule, meetings and minutes.
• Attend and take minutes at Committee of the Whole (CW) meetings and work with STT committees.
• Assist with reappointment, promotion and tenure (RPT) processes and annual faculty reviews.
• Support CNS/University elections, nomination of faculty for awards and preparation of nomination documents.
• Coordinate summer course scheduling, office space allocations and assignments, and oversee department events.
• Assist Communications Director with department newsletters and updating websites; coordinate with IPF when needed.

Skills

Office management

Scheduling and calendar management

Minute taking

Event planning

Communication

Education

Two-year college equivalent or related field

Experience in academic unit

Tools

SAP HR/Payroll

Kuali Financial Systems

Cognos BI/Query Studio

Concur

Global registry

Job description

Assist Chairperson

Assist Chairperson as needed including provide due dates/deadlines, manage the Chair's schedule and schedule meetings, and provide department annual report to CNS; attend and take minutes at Committee of the Whole (CW) meetings; work with various STT committees; assist with reappointment, promotion and tenure (RPT) process; assist with annual reviews for faculty; assist with CNS/University elections; assist with nominating faculty for awards and preparing nomination documents; work on summer course scheduling for faculty; coordinate office space and assignments; oversee event planning for department; assist the Communication Director with the department newsletters and updating websites; coordinate with IPF when needed.

Position Summary

Assist Chairperson as needed including provide due dates/deadlines, manage the Chair's schedule and schedule meetings, and provide department annual report to CNS; attend and take minutes at Committee of the Whole (CW) meetings; work with various STT committees; assist with reappointment, promotion and tenure (RPT) process; assist with annual reviews for faculty; assist with CNS/University elections; assist with nominating faculty for awards and preparing nomination documents; work on summer course scheduling for faculty; coordinate office space and assignments; oversee event planning for department; assist the Communication Director with the department newsletters and updating websites; coordinate with IPF when needed.

Finance

Finance duties including back up Fiscal Officer (FO); running monthly account reports; oversee endowment accounts. Provide assistance for duties such as colloquium management, travel, and ebs documents.

Human Resources

Human Resource duties including processing visiting scholars and VISA processing for faculty and visiting scholars.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or related field; one to three years of related and progressively more responsible or expansive work experience in maintaining account ledgers, departmental operations, employment, or Experience in an academic unit; experience working with diverse populations; experience with Microsoft Office Suite including Outlook, Word, and Excel; demonstrated excellence in professionalism, leadership, communication, critical thinking and analytical skills; ability to interact with varied constituents in a timely, courteous, and professional manner; ability to handle multiple tasks and prioritize work; demonstrates a work orientation that includes problem solving, teamwork, process improvement, and adaptability to change; ability to adapt to new technologies and continuous learning for self-improvement; excellence in writing; being meticulous and attentive; experience in word processing, editing and composing correspondence, and maintaining spreadsheets and/or databases; or an equivalent combination of education and experience.

Desired Qualifications

Familiarity with SAP HR/Payroll, Kuali Financial Systems, and knowledge of the Cognos Business Intelligence/Query Studio environment. Experience with the reappointment, promotion and tenure (RPT) process and the faculty annual review process. Knowledge in processing visiting scholars and VISA processing for faculty and visiting scholars. Experience in Concur and global registry.

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.

Work Hours

STANDARD 8-5

Website

HTTPS://STT.NATSCI.MSU.EDU/

Bidding eligibility ends September 1, 2026 at 11:55 P.M.