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Executive Staff Assistant

Michigan State University

East Lansing, MI,US

This job is expired.

Job no: 883865
Work type: Support Staff
Pay Grade: 11
Major Administrative Unit / College: Ofc Civil Rights And Title 9 Ed And Comp
Department: Civil Rights And Title Ix Educ And Comp 40001071
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, Remote-Friendly
Position Summary
Basic Functions and Responsibilities:

Provides administrative support to the Director of the ADA Coordinator Office, ADA and Digital Accessibility Coordinators. Serves as the Secretary of the President’s Advisory Council on Disability Issues. Maintains the ADA Coordinator’s website. Compiles data for inclusion in annual reporting by the ADA and Digital Accessibility Coordinators.

This is a full-time (40 hrs/week) position. The start date is as soon as possible.  This position is eligible for remote work.

Characteristic Duties – Responsibilities:

Provides secretarial support to the Director of the ADA Coordinator Office, ADA and Digital Accessibility Coordinators, including by way of example:
Prepares and responds to emails, telephone calls and other communications from students, administrators, staff, faculty, students, and the public.
Distributes mail and forwards emails and telephone calls to the Director of the ADA Coordinator Office, ADA and Digital Accessibility Coordinators.
Monitors the operations of the ADA and Digital Accessibility Coordinators’ offices to ensure university and unit procedures and policies are followed.
Maintains the calendars of the Director of the ADA Coordinator Office, ADA and Digital Accessibility Coordinators, including scheduling meetings, and making travel arrangements.
Monitors the budget and oversees the day-to-day operations of the ADA Coordinator’s Office, the Digital Accessibility Coordinator, and the Web Audit Team.
Maintains and reconciles journal entries of expenditures of the Web Audit team and the ADA Coordinator’s fund accounts. Notifies the ADA Coordinator of expenditures of any fund accounts.
Reads, summarizes, and notifies the Director of the ADA Coordinator Office, ADA and Digital Accessibility Coordinators of university events, policies and information impacting time off, human resources, and other University policies, procedures or protocols.
Maintains and updates the ADA Coordinator’s website with the Disability & Reasonable Accommodation Policy, the Appeal Form, the Web Audit Policy, and other applicable policies as may be revised. Posts other information and topics of interest to the disability community as determined or approved by the ADA Coordinator.
Compiles data for inclusion in annual reports published by the Office for Civil Rights, the ADA Coordinator’s Office and the Digital Accessibility Coordinator.
Serves as the Secretary of the President’s Advisory Council on Disability Issues (PACDI), including but not limited to:
Prepares the monthly meeting agenda.
Sends meeting notices and agenda to members.
Reserves space for in-person meetings or sends links to virtual meetings.
Attends monthly meetings.
Serves as the official minute taker during monthly meetings.
Maintains PACDI’s Bylaws, and any updates or revisions and posts them on PACDI’s website.
Posts monthly meeting minutes on PACDI’s website.
Maintains PACDI’s website including posting notices of meetings, meeting minutes, and other actions of members or topics of interest to the disability community as approved by the ADA Coordinator.
Coordinates events or other special functions held by or on behalf of PACDI.
Coordinates the annual meeting of the PACDI membership with the President’s office.
Performs other functions as designated by the ADA Coordinator to ensure the efficient, well-organized, and transparent functioning of PACDI.
Unit Specific Education/Experience/Skills
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 University work experience in maintaining account ledgers, word processing, spreadsheet, database, and presentation software; editing, composing correspondence, taking dictation; or an equivalent combination of education and experience.

Desired Qualifications
At least five years of work experience as a Secretary or Administrative Assistant.
Familiarity with office organization and optimization techniques.
Excellent multi-tasking and time management capability.
Excellent written and verbal communication skills.
Integrity, confidentiality and professionalism.
Proficiency in MS Office applications including, Qualtrics, Word, Teams, Excel and similar applications.
High school diploma.
One year of experience using the University’s Enterprise Business System to enter time, time-off, approve payroll entries, etc.
Knowledge of Cascade, Site-Core or other Web platforms.
Excellent interpersonal skills and ability to communicate in a collaborative and collegial manner. 
Excellent work ethic and high-level of motivation.  
Knowledge of issues impacting, and resources to support the needs of individuals with disabilities.
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
Contact information for three (3) professional references
Special Instructions
Please provide required application materials at time of application.

Work Hours


Remote Work Statement
MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

The Bidding Eligibility ends on 08/08/2023 at 11:55 PM

Advertised: Aug 2, 2023 Eastern Daylight Time
Applications close: Aug 15, 2023 Eastern Daylight Time

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