Office Coordinator II

MSU - Michigan State University; East Lansing (MI); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Michigan State University’s College of Engineering seeks an Undergraduate Program Administrative Support to assist the undergraduate program and departmental operations. You will manage records, coordinate clerical tasks, and support confidential information handling with discretion.

The role emphasizes learning university systems, maintaining accuracy, and supporting accreditation and program reporting activities while handling multiple priorities in a hybrid work setting.

Qualifications

• Experience with scheduling meetings, data entry, payroll processing, and office software.
• Familiarity with word processing, spreadsheets, mail merge, database, calendaring, publishing, and presentations.

Responsibilities

• Provide administrative support for undergraduate program processes and maintain program records.
• Coordinate routine clerical activities and assist with day-to-day department operations.

Skills

Data entry

Payroll processing

Office software

Calendar management

Education

Some 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

Provides administrative support for undergraduate program processes, including coordinating clerical activities and maintaining program-related records.

• 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

Provides administrative support for the department's day-to-day operations.

• 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 suppliesSubmits and follows up on service and maintenance requests
• Provides administrative support for visitor logistics and general office operations

Administrative and Chair Support

Provides administrative support to departmental leadership and committees.

• 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

Provides logistical and administrative support for departmental events and activities.

• 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

Cover Letter

Resume

Names and Contact Information for 3 Professional References

Work Hours

STANDARD 8-5

Website

www.cse.msu.edu

Bidding eligibility ends September 22, 2026, 11:55 PM