Working/Functional Title

MSU Extension District Support

Position Summary

This is a non-union position located in Clare County.

Michigan State University Extension is committed to fostering a welcoming and inclusive organization, which requires all staff to contribute towards a vision for success. Diversity, equity and inclusion are central to our work, regardless of title or position within the organization. This means that all staff at MSU Extension are dedicated to the following:

• We work together to ensure that programming is delivered to diverse audiences, produces equitable impacts for all participants, and demonstrates partnership and inclusion for all groups.
• We embrace that it is everyone’s job to create a culture that promotes diversity, equity, inclusion and belonging.
• We ensure that every team member is prepared with the skills and resources to contribute to our welcoming and inclusive culture.
• We foster inclusion by recognizing and valuing diverse perspectives, skills, experiences, and work to create equal access to programming for communities.
• We commit to continuous learning for diversity, equity, and cultural competency, in order to achieve inclusive excellence.
• We understand that diversity, equity, and inclusion are essential elements to our work and are vital to the organizational culture and programmatic success of MSU Extension.
• We embrace a culture of understanding, coaching and feedback towards achieving a vision of success for the entire organization and its staff.
• Together we will achieve success and we commit to these goals in our work, continued education, and ongoing efforts.

POSITION SUMMARY
Provides secretarial support and assists in the administrative and functional aspects of a departmental office and compiles information in order to produce departmental reports.

Be the “face” of MSU Extension (MSUE) in District 6, covering Clare, Gladwin, Isabella, Mecosta, Osceola, Missaukee, and Wexford Counties. Provide secretarial support to the MSU Extension District Director (DD) and assists in the administrative and functional aspects of Extension, specifically in concert with the Extension Business Office and Human Resources. Additionally, you will provide support to Clare County in conjunction to your role as District Support for the entire District 6 area. You will support MSU Extension staff in a manner consistent with delivery of Extension programs and events, and work in a manner that fosters a welcoming, inclusive environment for visitors and staff.

Serving as the first point of contact in the county office, you will greet visitors and answer the phone.  You will also perform general office duties such as, performing daily maintenance of office equipment and arranging for repairs, requisition and check in office and copier supplies, compile records and submit bills for district products or services, and sort and distribute mail. You will provide assistance to staff by directing them to appropriate campus-based resources, including support for computer-related issues and problems, while following University and Extension policies and procedures to address and resolve questions, problems and emergencies and may assist in making arrangements for meetings, program-related activities, etc. which support the Institutes in state-wide programmatic efforts.  Additionally, you will act as liaison with appropriate University department(s) to assist with office space/lease needs or requirements.

In this role, you will provide secretarial support for the District Director including scheduling appointments, assisting with correspondence, and providing support for managerial responsibilities of the District Director. You will research and collect data in order to assist in the preparation of proposals, presentations, and/or reports, and will establish and maintain files in support of multiple counties and related functions. Additionally, you will maintain appointment calendars, arrange travel reservations, and complete related financial transactions for District Director.

You will also act as liaison with the MSU Extension Human Resources (HR) team with regard to any personnel matters to ensure consistency with policies and procedures and conformity to University expectations. Working with District Directors and search committee members, you will partner with Extension HR in support of recruiting efforts. You will provide guidance to ensure appropriate processes are utilized and all University and Extension policies are adhered to. Your duties may include assisting with advertisement of job postings (e.g. local ads), communication, scheduling activities, and system updates. You will be provided with training to become an authorized I-9 verifier and you will assist with the completion of I-9s, and where applicable, be responsible for coordination of completion of the I-9 for new hires within the district.

Acting as a liaison with the MSU Extension Business Office, you will provide support with regard to any business and finance matter. Your work will include preparation and routing of expenditure documents to ensure appropriate approvals and recordkeeping requirements for the MSUE Business Office. You will assist with the administration of district operational budgets as assigned by the District Director, and you will act as an ad hoc business resource for MSUE staff located in off-campus offices. You will be responsible for generating operating statements and information using MSU’s financial system (EBS), including sub account reports, labor distribution reports, etc. for all counties in the district.

Although negotiable, there will be space available to work from Clare County.

This position may be eligible to utilize a flexible work environment, however, there is an expectation to work from the Clare MSU Extension County office. The needs, responsibilities, and opportunities of an individual’s position and office location drive the ability and amount of work-location flexibility.

This is a full-time, end-dated appointment, renewable annually based upon continued funding.

Characteristic Duties/Responsibilities

• Provides secretarial support for District Director.
• Maintains and reconciles the bookkeeping records for multiple departments and/or programs in order to assist with budget planning and forecasting.
• Researches and collects data in order to assist in the preparation of grants, proposals and Departmental reports.
• Initiates and follows-through on all paperwork associated with filling and/or creating faculty and staff positions in the Department.
• Assists in developing policies and procedures for the office.
• Follows University and Departmental policies and procedures in order to address and resolve questions, problems and emergencies.
• Performs other duties normally associated with a Secretary I or II in order to ensure the completion of necessary work.
• Other duties as may be necessary and assigned.

Minimum Requirements

Knowledge normally acquired through a high school education; three to five years of related and progressively more responsible or expansive work experience in maintaining accounting ledgers and/or experience in word processing, spreadsheet, database, and/or desktop publishing software. The job may require knowledge of presentation and web page software and technical or medical terminology and/or technical training related to the field of employment; or an equivalent combination of education and experience.

Desired Qualifications

• Effective oral and written communication skills.
• Demonstrated ability for accuracy and thoroughness.
• Proficiency in use of technology (e.g., Microsoft Teams, Word, Excel, PowerPoint, Outlook for mail/calendaring, spreadsheets, scheduling, virtual learning platforms, Internet browsers/web research, etc.), and ability to learn new skills.
• Familiarity and experience working through various applications, like Lightspeed, Qualtrics, Desire2Learn, and Zoom.
• Ability to develop and maintain positive working relationships intra- and inter-organizationally.
• Able to demonstrate sensitivity, knowledge, and use of appropriate approaches, skills and techniques, which reflect an understanding and awareness of social, cultural and economic diversity of the target population served.
• Self-starter who can effectively work both independently and in a team environment with the ability to serve in both leadership and contributor roles.
• Ability to manage multiple projects in a fast-paced environment while adhering to deadlines.
• Experience with scheduling and coordinating large events with external providers.
• Proven ability in establishing and working with a diverse network of constituents and community members across race, color, gender, national origin, gender identity, religion, age, height, weight, disability, political beliefs, sexual orientation, marital status, family status, veteran status, socioeconomic class, and other differences.
• Ability to lift and carry educational materials, equipment, etc. up to 25 lbs.
• Has an understanding and commitment to equal access and opportunity and to diversity, equity and inclusivity.
• Understanding of and ability to implement Civil Rights principles and compliance standards.

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

• Current resume/CV.
• Cover letter.
• Four (4) professional references including at least two (2) prior or current supervisors.

Work Hours

STANDARD 8-5

Description of End Date

This is a limited term position funded for one year from date of hire, with possible extension contingent upon funding renewal.

Website

https://youtu.be/KjG34cLt9a8