Office Coordinator II

Michigan State University

East Lansing (MI)

Hybrid

USD 38,000 - 54,000

Full time

5 hours ago

Be an early applicant

Application generator

Turn this role into an interview — a resume and cover letter built around what this employer wants.

Get past ATS filters

Job summary

Michigan State University’s College of Engineering is seeking an Undergraduate Program Administrative Support professional in the Department of Computer Science and Engineering to provide essential administrative assistance for undergraduate programs and departmental operations.

The role emphasizes handling student records with confidentiality, coordinating scheduling and documentation, and supporting accreditation and program reporting.

Qualifications

Experience in professional office settings with scheduling, data entry, and document management.
Familiarity with university systems and confidentiality.
Ability to learn multiple systems quickly.

Responsibilities

Processes and maintains undergraduate course-related information in university systems (e.g., course scheduling, enrollment support, and grade-related processes).
Coordinates a wide range of clerical and administrative activities and supports day-to-day departmental operations.
Assists with recruitment and engagement activities for prospective and current students and maintains scholarship records.
Supports faculty and committee administrative processes, including logistics and documentation.

Skills

Strong communication

Administrative support

Data entry and records management

Education

Two to three years of college coursework

Tools

Campus Solutions

25Live

Job description

Position Summary

This position serves as the undergraduate program assistant, providing critical administrative support for the undergraduate program and departmental operations within the Department of Computer Science and Engineering. The role is an important part of the department’s undergraduate administrative infrastructure and directly supports the accuracy, timeliness, and continuity of academic processes that affect students, faculty, and staff.

Responsibilities include processing and maintaining complex academic and administrative information, coordinating a wide range of clerical and administrative activities, and supporting day-to-day departmental operations. Because the position regularly works with student records, academic information, and other sensitive materials, the incumbent must exercise appropriate confidentiality, discretion, and sound judgment in handling information and communicating with others.

The position relies heavily on the effective use of technology and university systems to maintain records, process information, coordinate activities, communicate with stakeholders, and support undergraduate administrative functions. The successful candidate must be comfortable learning and using multiple systems and technology tools while maintaining a high degree of accuracy.

The role requires the ability to receive and carry out instructions provided both verbally and in writing, ask appropriate questions when clarification is needed, and follow assignments through to completion. The incumbent must also demonstrate initiative by identifying missing or incomplete information, independently seeking information needed to complete routine processes, and recognizing when information or documentation is insufficient and requires additional follow-up before proceeding.

Success in this position requires strong organizational skills, attention to detail, sound judgment, initiative, and the ability to manage multiple priorities while maintaining accurate, efficient, and responsive operations.

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

Undergraduate Program Administrative Support

Processes and maintains undergraduate course-related information in university systems (e.g., course scheduling, enrollment support, and grade-related processes)
Processes, tracks, and maintains documentation related to academic integrity matters and coordinates associated administrative activities
Maintains and updates academic records and program-related documentation in accordance with departmental procedures
Compiles and organizes data and materials to support accreditation and program reporting activities
Assists with recruitment and engagement activities for prospective and current students
Maintains scholarship and program-related records

Office Operations and Administrative Coordination

Maintains scheduling systems for departmental space and assists with the coordination of room usage
Maintains departmental records such as directories and key control documentation
Assists with inventory tracking and coordination of office supplies
Submits and follows up on service and maintenance requests
Provides administrative support for visitor logistics and general office operations

Administrative and Chair Support

Schedules appointments and maintains calendars for administrators
Coordinates meetings, including preparing and distributing materials and recording meeting outcomes as needed
Assists with faculty and committee-related administrative processes, including logistics and documentation
Prepares correspondence, reports, and other administrative materials

Event and Program Support

Assists with the coordination of seminars, commencement activities, and other events
Prepares and distributes communications and materials as needed

General Administrative Support

Responds to inquiries and provides information to faculty, staff, students, and visitors
Assists in resolving routine administrative and operational issues

Other Duties As Assigned

Performs additional duties consistent with the role and classification

Hybrid Work Arrangement

This position offers the potential for a hybrid work arrangement that combines in-office and remote work. The specific arrangement will be determined by the supervisor based on departmental priorities and operational needs.

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 a professional office setting, performing secretarial and administrative tasks, including experience with scheduling meetings, data entry, payroll processing, office machines, email and internet usage or in performing tasks related to the area of employment; experience in word processing, spreadsheet, mail merge, database, calendaring, publishing, and/or presentation software; or an equivalent combination of education and experience.

Desired Qualifications

Experience providing administrative support in a higher education or similarly complex environment
Demonstrated ability to coordinate multiple tasks and maintain accurate records
Strong written and verbal communication skills
Experience with university systems (e.g., Campus Solutions, 25Live)
Ability to interpret and apply policies and procedures in routine situations

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