Job Information
Michigan State University Office Assistant IV in Grand Rapids, Michigan
Job postings
Office Assistant IV
Back to search results Apply now Job no: 960573
Work type: Support Staff
Pay Grade:10
Major Administrative Unit / College:College Of Human Medicine
Department:Chm West Michigan 10022803
Sub Area:CT- Clerical Tech.
Salary:Salary Commensurate with Experience
Location: Grand Rapids
Categories: Administrative/Business/Professional, Education/Training, Health Care Support, Office/Clerical Support, Student Services/Student Affairs, Advising/Counseling, Clerical Technical- CT, Full Time (90-100%), Union, Remote-Friendly
Position Summary
Provides support for functions, programs, and activities for the Health and Wellness Team, Community Health Outreach Specialist, the Office of Student Affairs and Services (OSAS), and Students Records in the College of Human Medicine to include but not be limited to the following: customer service through phones and face to face interactions with all faculty, staff, and students; communicate effectively with faculty, administrators and students to provide information regarding OSAS events, programs, policies, and procedures; provide support for all OSAS events including but not limited to: Orientation, Med Ball, Diversity Banquet, Seminar Series,AOA Banquet, Award Banquets, Scholarship Banquet, MLK Events, Commencement, and other special events. This staff member must be a self-starter who has sound decision-making skills and demonstrates the ability to work independently on multiple projects simultaneously. Other duties as assigned.
Job Responsibilities:
45%: Provides support to the Health and Wellness Team of OSAS (Including the Assistant Dean for Student Wellness and Engagement, Assistant Director of Student Counseling and Wellness of East Lansing, and The Assistant Director of Student Counseling and Wellness.)
Supports the delivery of Health and Wellness curricular activities, scheduling sessions, assigning students to groups, tracking attendance, and generating data for entry into JustInTimeMedicine (JIT) as evidence of completion of required sessions.
Aids in preparing presentation materials, health and wellness related communications, event flyers, and emails to students.
Supports the Student Health and Wellness Advisory Committee by scheduling meetings, creating tracking tools, assisting with appointment calendars, and taking minutes.
15% Assists the Community Healthy Outreach Specialist in the monitoring of monthly student compliance status with required immunizations and health training. Enter data on student completion of required healthtrainings, including but not limited to Basic Life Support training, HIPAA training, and annual Blood Borne Pathogen Training. Communicate with Academic Affairs leadership and Community Assistant Deans about the status of students across each phase of the curriculum and across all community campuses.
Coordinates the Basic Life Support (BLS) training, including working with the Learning Assessment Center (LAC) to schedule certification and recertification sessions. Coordinates with the Office of Research Regulatory Support for students and applicable systems to access online training modules, including Blood Borne Pathogen Awareness Training and trainings as required.
10%: Assist Student Records by maintaining a schedule of courses, pulling files, and providing information when needed. Electronic and paper filing of documents. Scanning paper files to electronic files. FCVS verifications and other records and enrollment tasks as assigned. Audit, archive, and communicate with responsible parties from communities.
20%: Assist the Office of Student Affairs and Services by facilitating Qualtrics surveys and student elections, coordinating arrangements for student travel, and process staff and faculty community travel. Cross-reference materials for major events. Assist with coordinating the Dean’s Student Advisory Committee. Assist with all events and banquets as assigned by the Events Coordinator/Associate Dean/Assistant Dean for Student Wellness and Engagement. Prepare PowerPoint presentation for Commencement.
5%: First point of contact for medical students entering the OSAS office. Provide basic clerical support for the OSAS office – answering phones and checking voicemails.
5%: Other duties as assigned by the Associate Dean and/or Assistant Dean for Student Wellness and Engagement.
Work Hours
8:00 am – 5:00 pm evening or weekend hours are expected for this position for all OSAS events and special circumstances.
Unit Specific Education/Experience/Skills
Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school, or a related field; one to three years of related and progressively more responsible or expansive work experience in maintaining account ledgers, departmental operations, employment, or in performing tasks related to the area of employment; experience in word processing, editing and composing correspondence, and maintaining spreadsheets and/or databases; or an equivalent combination of education and experience.
Desired Qualifications
Experience staffing committees, querying reports, and executive operations in Campus Solutions. Familiarity with Just In Time (JIT) Management System; Proficiency in the Electronic Business System (EBS); Demonstration of strong organizational skills with astute attention to detail, The ability to interpret information creatively and strategically solve problems; Strong verbal and written communication skills to ensure working interpersonal relationships with faculty, staff, and students in an academic setting; A self-starter who possesses sound decision-making skills and demonstrates the ability to work in a team setting as well as independently on multiple projects simultaneously; Ability to establish priorities and meet deadlines in a timely fashion; Demonstrated proficiency with Office 365, Google Suite, Qualtrics, Data Management, Zoom Video Conferencing, JustInTimeMedicine (JIT), Canva, Adobe, D2L (Desire2Learn), and Ability Training Compliance.
Knowledge of the curriculum in the area of employment; word processing, database, spreadsheet, and presentation software; must have demonstrated experience in a customer service role or an equivalent combination of education and experience.
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, and Diversity, Equity & Inclusion Statement
Work Hours
8:00 am – 5:00 pm evening or weekend hours are expected for this position for all OSAS events and special circumstances.
Website
https://humanmedicine.msu.edu/
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.
Bidding eligibility ends June 25, 2024 at 11:55 P.M.
Advertised: Jun 19, 2024 Eastern Daylight Time