Office Supervisor I
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Job no: 1124016
Work type: Support Staff
Pay Grade: 10
Major Administrative Unit / College: College Of Communication Arts Sciences
Department: Communication Arts And Sciences Dean 10010158
Sub Area: APSA- Pro Supervisory
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Administrative/Business/Professional, Office/Clerical Support, Operations Services, Professional Supervisory- APSA, Full Time (90-100%)
Position Summary
The Office Supervisor serves as high-level administrative and clerical support to ComArtSci Office of Academic and Student Affairs, which includes directors, academic advisors, faculty, and students. This position requires exceptional attention to detail, professionalism, empathy, and confidentiality in managing student records, coordinating office operations, and ensuring seamless communication across multiple stakeholders. Operating in a high-volume environment, the Office Supervisor supports both day-to-day workflow and long-term administrative processes that uphold the college’s commitment to student success, inclusive and operational excellence, and academic integrity. The role balances precision and efficiency with a warm, service-oriented approach that enhances the student and staff experience.
This is a full-time, in-person position on MSU's East Lansing campus with a standard schedule of Monday through Friday, 8:00 a.m.to 5:00 p.m.
Responsibilities include but are not limited to:
Office Operations and Process Support:
- Assists with creating workflow procedures for the implementation of complex projects and events.
- Manage supply inventories and office equipment maintenance.
- Support the onboarding of new academic advisors, support staff, temp/on-call, and student employees
- Lead in the development and refinement of workflow systems to improve efficiency and accuracy.
- Customer service and communication
- Provide exceptional support to students, faculty, staff, and visitors with empathy, professionalism, and resourcefulness.
- Respond to sensitive or complex inquiries with discretion and a strong understanding of unit, department, College, and University policy and processes.
- Communicate clearly and accurately regarding academic deadlines, policies, and resources.
- Collaborate with academic advisors, student success teams, and faculty to direct students to appropriate support.
- Uphold a culture of respect, inclusivity, and confidentiality in all interactions.
Records and Data Management:
- Maintains the integrity of academic records regarding updates to databases to include, changing, correcting, or modifying information accurately and in compliance with academic regulations, FERPA, and federal and university policies.
- Monitors and oversees student records compliance and provides services to students regarding academic regulations, rules, laws, policies, and procedures related to student records.
- Interprets information and reviews reports to identify errors and provides explanation to students, staff, faculty, and Registrar’s Office.
- Plans, coordinates, and supervises student enrollment, course scheduling and audit and review of student paper and electronic student files.
- Track advising interactions, course exceptions, and academic status changes through approved systems (e.g., SIS, eSAF).
- Monitors academic progress and enrollment timeline of students using established performance criteria to identify and denote students who are at risk; drafts and sends letters of academic standing and/or dismissal to students on behalf of college administration.
- Verify enrollment, degree progress, and student data for stakeholders.
- Assist in the preparation and maintenance of office documentation, databases, and filing systems.
- Collaborate with department chairs and faculty, and Registrar’s Office, to resolve issues identified in student records
Team Collaboration:
- Assists with college events and programs such as orientation, admitted students day, events for prospective students, and commencement.
- Participate in office meetings, training, and professional development to stay informed about institutional updates and evolving procedures.
- Collaborate cross-functionally with administrative and academic departments to ensure accurate and timely exchange of information.
- Serve as a trusted administrative partner to the Directors and advising team, contributing to a cohesive, collaborative office culture.
Minimum Requirements
Knowledge normally acquired from specialized training such as that acquired in Business and Office Management; one to three years of related and progressively more responsible or expansive work experience in supervision, office management, budget preparation, financial and administrative record-keeping and secretarial skills; experience in word processing, spreadsheet, database, desktop publishing, and/or web page design or presentation software; or in performing responsibilities related to the operational activities of the employing unit; and may require one to three years of supervisory experience; or an equivalent combination of education and experience.
- Experience managing multiple priorities in a fast-paced environment while maintaining accuracy and composure
- Strong organizational and problem solving skills with meticulous attention to detail.
- Excellent written, verbal, and interpersonal communication skills.
- Working proficiency with MS Office, Google Drive (in particular Google Sheets), Qualtrics, Calendly, desktop publishing (e.g., Adobe Creative, iModules), web page design and presentation software, and cloud-based data systems.
- One to three years of supervision experience.
Desired Qualifications
- Three to five years work experience in office management; record-keeping and secretarial skills; etc.
- Working proficiency with maintaining student academic records in the Student Information System and electronic Student Academic Folder.
- Familiarity with university systems
- Demonstrated ability to analyze and improve processes
- Advanced knowledge of higher education processes, particularly within academic advising, student success, and enrollment management.
- High level of empathy, cultural awareness, and emotional intelligence when interacting with students and colleagues.
- Proven ability to handle sensitive information with discretion and maintaining confidentiality.
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
- Cover letter addressing your direct supervision experience, your experience supporting a fast-paced office, and why this would be a good career move for you.
Work Hours
STANDARD 8-5
Website
https://comartsci.msu.edu/
Bidding Eligibility ends on April 28, 2026 at 11:55 PM
Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time
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