Careers @ MSU

Position Summary

This position provides high-level administrative and business support to the Office of Academic Affairs and its leadership team, including Assistant and Associate Deans, Director level positions and the Business Manager for Academic Affairs The position independently coordinates complex operations, projects, executive scheduling, committees, faculty and staff recruitment processes, and initiatives involving multiple units and community campuses. This position is based in Grand Rapids with occasional travel between campuses.

Essential Duties and Responsibilities 

25% Executive Support & Leadership Coordination

• Independently manage complex administrative operations for Academic Affairs leadership, including executive scheduling, meeting coordination, and operational activities across Academic Affairs, the College, University, and community campuses.
• Anticipate leadership needs, prioritize competing demands, independently resolve operational challenges, and monitor executive-level deadlines and follow-up activities to ensure continuity of operations.
• Coordinate activities and communications among senior leadership, faculty, university offices, community campuses, and external stakeholders.
• Prepare and maintain leadership correspondence, presentations, reports, and administrative records to support executive decision-making and operational priorities.

20% Academic Affairs Operations, Program Support & Process Improvement

• Coordinate administrative and operational support for key Academic Affairs functions, including annual faculty evaluations, curriculum-related activities, academic meetings and events, and the Rural Community Health Program.
• Manage associated schedules, documentation, communications, and deliverables in collaboration with faculty, staff, leadership, and community partners.
• Maintain Academic Affairs resources and curriculum-related materials, including forms, guidebooks, organizational charts, publication records, educational assignment data, and administrative tracking systems.
• Evaluate administrative processes across Academic Affairs units and independently develop and implement improvements to procedures, tracking systems, and workflows to enhance efficiency, consistency, and coordination across programs and community campuses.

20% Project and Committee Support

• Serve as administrative liaison to assigned College and Academic Affairs committees, coordinating meetings, materials, communications, records, action items, and follow-up activities.

• Provide administrative, operational, and data management support to the Shared Discovery Curriculum Research Committee.
• Compile and analyze information and prepare reports, summaries, and other decision-support materials for Academic Affairs leadership and committees.

15% Faculty & Support Staff Recruitment Administration Support

• Coordinate with the Academic Affairs Business Manager for administrative support related to faculty, academic staff and support staff recruitment activities in collaboration with Academic Affairs leadership, search committees. Supports the Academic Affairs Business manager in administrative tracking tools, meeting preparation. Support committee meetings, interview scheduling, candidate communications, on site interview scheduling and coordination, preparation of search materials and required documentation in accordance with university search procedures

15% Financial & Business Operations

• Coordinate purchasing, travel, reimbursements, disbursements, and other financial transactions for Academic Affairs leadership, programs, and initiatives.
• Monitor and reconcile expenditures, investigate discrepancies, maintain supporting documentation, and ensure compliance with college and university policies and procedures.
• Serve as an administrative resource regarding applicable business processes and procedures.

5% Other Administrative & Operational Responsibilities

• Perform other related administrative, business, and operational responsibilities as assigned.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in a business-related field or in a field which corresponds to the particular department of employment; one to three years of related and progressively more responsible or expansive work experience in office procedures, or in performing responsibilities related to the operational activities of the employing unit; experience with word processing, database, spreadsheet, presentation software and/or desktop publishing, web page software; or an equivalent combination of education and experience.

Desired Qualifications

• Experience supporting senior leadership and coordinating projects involving multiple stakeholders and competing deadlines.
• Experience with financial administration, purchasing, travel, reconciliation, and budget tracking.
• Experience coordinating committees, faculty processes, searches, or other confidential administrative activities.
• Ability to analyze information and prepare reports, presentations, summaries, dashboards, and other decision-support materials.
• Experience developing or improving administrative processes, tracking systems, and workflows.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related technology.
• Strong written and verbal communication, organizational, problem-solving, and prioritization skills.
• Demonstrated ability to exercise independent judgment, manage multiple complex assignments with limited supervision, and handle confidential information with discretion.

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 Cover Letter

Work Hours

STANDARD 8-5

Remote Work Statement

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

The Bidding Eligibility ends on 11/17/2026 at 11:55 PM