Position Summary

•Oversite of the PRL Director’s calendar: This involves coordinating, scheduling, and confirming meetings and appointments for the Director of the unit. Given the nature of the meetings and the important level of individuals involved, the scheduling of meetings is complex; most include multiple attendees who also maintain complex schedules.

•Monitors and prepares correspondence for the Administrator to keep them informed of pertinent events and information. This also includes drafting responses, taking and transcribing dictation and sorting, reviewing and distributing mail.

•Monitors the operations of the department in order to ensure that procedures and policies are followed and to keep Administrator informed. This includes inventory management and oversight of procurement processes.

•Compiles information in order to produce periodic reports. 

•Maintains and reconciles the journal entry system of expenditures for fund accounts and notifies administrator of problems.

•Assists in supervising and training office personnel and undergraduate students, and monitors the budget in order to oversee the day-to-day operations of the Department.

•Oversite and coordination of the travel processes for the unit to ensure that policies and procedures are being followed with regards to pre-trip authorizations, conference registrations and expense reimbursements are being submitted properly.

•Assists with other duties as necessary for the accomplishment of goals for the unit. 

Minimum Requirements

Knowledge normally acquired through completion of a high school education with coursework in word processing, typing, shorthand, and grammar; Five to eight years of progressively responsible administrative experience demonstrating the ability to: 

Oversee office procedures and administrative operations in a research or academic setting.

Provide executive-level support to senior administrators, including calendar management, meeting coordination, and preparation of complex correspondence and reports.

Apply knowledge of compliance requirements, purchasing procedures, and recordkeeping practices within a large research organization.

Utilize word processing, editing, database, spreadsheet, presentation, and desktop publishing software.

Support internal and external communications, including experience with social media management and website content.

Or an equivalent combination of education and experience.

Desired Qualifications

Five to eight years of administrative or secretarial work experience with increasing responsibility.

Strong organizational skills with the ability to set priorities, meet deadlines, and manage sensitive information with discretion.

Demonstrated experience in:

Supporting executive or senior-level administrators, preferably in a research or academic environment.

Oversight of operations in a research unit or business office, including procurement, inventory management, and compliance monitoring.

MSU systems including Enterprise Business Systems (EBS), Kuali Financial System (KFS), and Office 365.

MSU travel policies and procedures.

Editing and preparing reports, presentations, and correspondence for leadership and external stakeholders.

Event planning, logistics coordination, and management of confidential materials.

Social media and web content management as part of unit communications.

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 and contact information for three professional references.

Work Hours

STANDARD 8-5

Website

https://prl.natsci.msu.edu/

Bidding eligibility ends September 16, 2025 at 11:55 P.M.