Executive Staff Assistant

Position Summary

The MSU Alumni Office’s mission is to build lifelong enrichment for over nearly 550,000 alumni throughout the world. We work to celebrate traditions, strengthen the Spartan network, provide experiences that enrich people professionally and personally, and encourage service to MSU and the communities in which Spartans live and work.

Reporting to the Assistant Vice President of Alumni and Pipeline, the Executive Staff Assistant provides support for the AVP. Working hours vary and may include working nights and weekends based on program needs.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Assistant to AVP:

• Works closely with Assistant Vice President to manage their schedule and maintain their calendars for meetings, travel, and events.
• Assists with special projects and handles confidential information.
• Reviews, sorts, and directs mail, including drafting responses.
• Keeps confidential files.
• Assists in planning logistics and agendas for meetings, training programs, interviews, and events to include Sparty Mascot Program.
• Attends meetings and reports on discussions. Records minutes and distributes to committee participants.
• Makes travel arrangements and manages conference registrations; reconciles travel reimbursements.
• Tracks expense reimbursements for travel and credit card transactions from meetings and purchases.
• Coordinates logistics for the MSU Alumni Office Football suite; contacts attendees; distributes tickets and parking passes; keeps records of guests; pays all invoices; occasionally hosts guests.

Miscellaneous Duties:

• Monitors the operations of the Department and reconciles the budget to keep the Assistant VP informed of expenditures.
• On behalf of the Assistant VP, serves on various project committees and leadership teams.
• On behalf of the Assistant VP, represents Michigan State University Alumni Office at state and national meetings.
• Performs other duties normally associated with a Secretary III and Executive Secretary II in order to ensure completion of necessary work.
• Completes other duties as assigned.

COMMUNICATIONS/INTERPERSONAL RELATIONSHIPS

INTERACTS WITH

• Supervisor/Office Staff - in order to receive instruction, verify information and provide requested materials.
• MSU donors and alumni- in order to provide services and information to them in the course of University Advancement events and serving thereby as a representative of Michigan State University.
• MSU deans, directors, faculty, academic staff and support staff - in order to collaborate on projects for the university and its colleges.
• Event contractors and vendors- in order to coordinate and discuss information related to events
• Colleagues within University Advancement, including University Development, the MSU Alumni Office and Advancement Services
  -in order to serve the fundraising and advancement mission of the division.

SUPERVISION RECEIVED

Direction is received from the Assistant Vice President of Alumni

SUPERVISION EXERCISED

May provide first-level supervision over student employees and volunteers.

IMPACT ON PROGRAMS/SERVICES/OPERATIONS

Judgment and decisions made in planning may exert impact on the university’s overall image and integrity as perceived by donors, alumni and the university and larger external communities. Errors in such judgment can negatively affect the reputation and future resources of the university, its administrators and the board of trustees.

Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar; five to eight years of related and progressively more responsible or expansive University work experience in maintaining account ledgers, word processing, spreadsheet, database, and presentation software; editing, composing correspondence, taking dictation; or an equivalent combination of education and experience.

• Ability to work and communicate effectively, orally and in writing, with a broad range of internal and external constituents including alumni, faculty, staff, and other friends of the university.
• Strong collaboration skills. The ability to work independently and flexibly with different…