Michigan State University is hiring: Executive Secretary II in East Lansing

Executive Secretary II

Job no: 1012773
Work type: Support Staff
Pay Grade: 10
Major Administrative Unit / College: College Of Natural Science
Department: Earth And Environmental Sciences 10032368
Sub Area: AP- Professionals
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Administrative/Business/Professional, Office/Clerical Support, Administrative Professionals- AP, Full Time (90-100%), Union

Position Summary

Basic Job Duties

• Maintain Chair's calendar, preparation of draft correspondence, transcribing dictation, sorting/distributing mail, schedule meetings for Chair, facilitate creation of travel authorizations, maintain department calendar, maintain reimbursement travel database, maintain teaching lab schedule, maintain/organize sharedrive filing system.
• Process travel and supply reimbursements, processing of requisitions/purchase orders, use of department procurement card, ordering for research labs and main office through Spartan Marketplace, internal/external billing for research labs, basic department website text edits, maintain department kiosk.
• Coordination of travel planning for Chair and other selected research teams; including airfare/hotel booking, travel itineraries, compiling of receipts for reimbursement.
• Run financial reports for endowment and research accounts in Business Intelligence, maintain department reconciliation spreadsheets, process EBS paperwork for student hourly workers, data entry of student worker hours, visitor and employee visa requests, occasional processing of I-9's.
• Performs selected administrative duties in place of the Office Supervisor and/or Chair when they are away.
• Acts as Chair's representative at meetings, conveys Chair's directives and thoughts, votes as Chair if needed, according to Chair's directive.
• Duties related to Graduate and Undergraduate student admissions, PhD/MS program completion, student records.
• Other duties as assigned.

Minimum Requirements

Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar; five to eight years of related and progressively more responsible or expansive work experience in maintaining account ledgers, word processing, editing, composing correspondence, taking dictation, spreadsheet, database, desktop publishing, and/or presentation software; or an equivalent combination of education and experience.

Desired Qualifications

Travel Reimbursements, SIS, SAP, POs, Spartan Marketplace, EBS, KFS, Concur
Experience working with EGRADFEL, Campus Solutions, endowments and grant accounts
Business Intelligence reports and maintaining account Excel spreadsheets
Entering student hourly appointments in EBS, hourly time entry and approval
Familiarity with department level graduate admissions procedures
Experience with department level visa requests

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

Resume

Cover Letter

Work Hours

STANDARD 8-5

Website

https://ees.natsci.msu.edu

Bidding eligibility ends January 14, 2025 at 11:55 P.M.

Advertised: Jan 8, 2025 Eastern Standard Time
Applications close: Jan 21, 2025 Eastern Standard Time