Working/Functional Title
Kent County Horticulture Secretary
Position Summary
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
In this role, you will be the primary support person for the Consumer Horticulture Program in District 7 (Allegan, Barry, Kent, and Ottawa counties) and additional West Michigan counties (Muskegon, Newaygo, and Oceana counties). You will ensure smooth operations across various administrative, technical, and outreach functions. You will direct visitors and customers to the appropriate horticulture resources, including the Lawn and Garden Hotline and Ask Extension website, while also responding to inquiries using MSUE Expert Search. You will be responsible for updating the Kent County MSU Extension website via dotCMS and curating relevant consumer horticulture content for District 7’s social media platforms. Additionally, you will support the District Director’s use of Constant Contact and Qualtrics to enhance program communications. Your role will also involve managing and troubleshooting technology for meetings and presentations, overseeing calendars for the supervisor and horticulture team, and handling travel arrangements for guest speakers and staff.
Beyond communication and scheduling, you will play a key role in coordinating events by securing locations, facilitating rental agreements, and ensuring all logistics—from event setup to participant registration—run smoothly. You will manage event creation within the MSU Extension Event Management system, process registrations and payments, and provide customer support for program participants. Your responsibilities will also include gathering academic resources, preparing PowerPoint presentations, proofreading publications, and overseeing financial transactions through MSU’s EBS system. Additionally, you may supervise temporary staff and Extension Master Gardener volunteers in West Michigan, maintain organized records, and contribute to program documentation in PEARS. With strong organizational, technical, and communication skills, you will be instrumental in delivering high-quality consumer horticulture programming and outreach in West Michigan. You will also serve as the back-up to the Kent County MSU Extension Secretary as needed.
There will be space available to work from the Kent County MSU Extension office.
This is a limited-term position funded for one year from date of hire with possible extension contingent upon funding renewal.
Characteristic Duties/Responsibilities
- Transcribes from shorthand or dictation, types and edits to produce documents instrumental to the functioning of the Department and/or individual projects.
- Establishes and maintains departmental files.
- Maintains appointment calendars, arranges travel reservations and completes vouchers for individual faculty and staff members.
- Hires and provides leadership to student employees including assigning tasks, reviewing work, training and answering questions regarding work.
- Compiles records, monitors accounts, maintains and reconciles bookkeeping records and submits bills for departmental or individual products or services.
- Types, edits and proofreads text using a web editor.
- Gathers information, composes memos or letters, selects proper form letters and/or communicates with individuals to provide requested information or instructions for needed actions.
- Prepares and/or maintains database, spreadsheet and or desktop publishing information, documents and/or materials.
- Coordinates mailings, prepares materials for distribution, arranges accommodations and collects fees to schedule and arrange meetings and conferences on and off Campus.
- Monitors, calculates and processes student payroll, labor, salary, and graduate assistant payroll.
- Maintains records of keys, schedules room use and arranges for building repairs to administer the physical facilities of the department.
- Maintains computer equipment and acts as a resource on computer-related issues and problems.
- Organizes and assists with regularized office procedures as required.
- Performs other duties normally associated with a Secretary I to ensure the completion of necessary work.
Minimum Requirements
- Knowledge normally acquired through a high school education with coursework in typing and shorthand.
- One to three years of related and progressively more responsible or expansive work experience in word processing, spreadsheet, database, desktop publishing, calendaring and/or presentation software.
- Or an equivalent combination of education and experience.
- Typing and filing.
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.
- 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.
- Professional and/or educational experience in the field of horticulture.
- 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.
- 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 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.
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
Generally 40 hours Monday through Friday, with some nights and weekends needed
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
