Position Summary
The Executive Secretary will serve as the point of contact with trainees, faculty, administrators, executives, donors, alumni, and the public in support of the chair. The ideal candidate will possess a high level of professional judgement, independent decision-making, excellent communication skills, strong organizational abilities, and proficiency to work with multiple deadlines and frequent interruptions.
Responsibilities include but are not limited to:
- Executive Support & Administrative Operations (55%)
- Coordinate and optimize executive-level administrative processes for the Chair, including complex scheduling with internal and external stakeholders, domestic/international travel arrangements, expense reimbursements, and reappointment, promotion, and tenure (RPT).
- Oversee faculty annual review workflows and ensure compliance with university policies and procedures.
- Provide operational support for department-level committees, faculty meetings, and search committees, applying policy interpretation and problem-solving to streamline processes.
- Maintain confidentiality and exercise sound judgment in handling sensitive information while ensuring efficient office operations.
- Coordinate student and temporary hiring processes and provide operational support for organizational development initiatives, ensuring compliance with HR policies and best practices.
- Communications & Policy Interpretation (10%)
- Draft, edit, and distribute official correspondence on behalf of the Chair; interpret and communicate university policies to faculty, staff, and graduate students to ensure clarity and compliance.
- Financial & Transactional Management (15%)
- Administer and process financial transactions related to event coordination, vendor payments, and procurement of office supplies.
- Monitor and reconcile expenses, applying creative problem-solving to resolve transactional conflicts and maintain accurate financial records.
- Data Management & Reporting (10%)
- Maintain organized and accessible records of departmental activities; track and document meeting minutes.
- Collect and synthesize data for reporting purposes, including metrics and key performance indicators, to support evidence-based decision-making.
- Event Planning & Operational Efficiency (10%)
- Plan and manage departmental events, receptions, and special programs, leveraging technology and process improvement strategies to ensure cost-effective and efficient execution.
The duties to be performed by this position require in-person presence in East Lansing, MI, and they are not compatible with remote work. Applicants must be currently authorized to work in the United States on a full-time basis.
Department Statement:
The Department of Physiology and Division of Pathology Division have significant teaching and research missions. The position works with a global community of internationally recognized scholars from diverse nationalities, ethnicities, and backgrounds; two large undergraduate majors (Physiology and Neuroscience) with approximately 1,200 majors combined; the Molecular, Cellular, and Integrative Physiology (MCIP) graduate program, popularly combined with professional degrees (MD, DO, DVM); and vibrant research programs in areas such as cancer biology, cardiac pathophysiology, diabetes and obesity, gastrointestinal health and disease, immunity and tissue inflammation, musculoskeletal diseases, molecular metabolism and disease, and neuroscience. The discipline of physiology is uniquely positioned among the biomedical sciences to span the gulf between exploring the most fundamental aspects of biology and the most practical and applied problems of human and animal health. Faculty in the Physiology Department at Michigan State University work to understand how the vast array of molecular and cellular events successfully integrate to define the phenomenon of human existence.
The Physiology Department Mission:
- Identify factors and molecules that promote health and disease.
- Understand mechanisms of disease progression.
- Improve overall human and animal health through identification of novel therapeutic targets and treatments.
- Train future scientists in state-of-the-art physiology concepts & approaches.
Minimum Requirements
Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar along with 5–8 years of progressively 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
A bachelor's degree in business, human resources, or a related field and familiarity with MSU policies and procedures.
Experience using office software, managing schedules, and working with MSU systems such as Kuali Financial System, Business Intelligence, SharePoint, and EBS; with a strong background in communications, human resources, event planning, and system automation, including AI. Proficiency in both Mac and PC operating systems is required, as well as expertise in creating and editing correspondence, spreadsheets, databases, and presentations. The ideal candidate is detail‑oriented, resourceful, and efficient, with excellent communication and interpersonal skills. They must be able to work independently, handle confidential information with discretion, and interact professionally with diverse constituents and clients. A service‑focused mindset, adaptability to change, teamwork, problem‑solving ability, and commitment to continuous learning are essential qualities for success in this role.
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
- CV/resume
- Cover letter
- 3 contacts of professional references knowledgeable of your work
Special Instructions
The University will provide reasonable accommodation to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, complete the Resource Center for Persons with Disabilities contact form here: https://www.rcpd.msu.edu/form/contact. Michigan State University is committed to recruiting and supporting a diverse student body, faculty, and administrative staff.
Work Hours
STANDARD 8-5
Website
https://physiology.natsci.msu.edu/
The Bidding Eligibility ends on 01/06/2026 at 11:55 PM
