Office Coordinator II - Michigan State University : Job Details

Office Coordinator IIJob no: 1008310 Work type: Support Staff Pay Grade: 11 Major Administrative Unit / College: College Of Human Medicine Department: Cs Mott Department Of Public Health 40001278 Sub Area: CT- Clerical Tech. Salary: Salary Commensurate with Experience Location: Flint Categories: Research/Scientific, Clerical Technical- CT, Full Time (90-100%), Union, Remote-FriendlyPosition SummaryThe Michigan State University and Hurley Children's Hospital Pediatric Public Health Initiative ( under the direction of Dr. Mona Hanna, seeks to hire an experienced Office Coordinator professional. The overall mission of the Pediatric Public Health Initiative (PPHI) is to improve the outcomes of Flint children. Through clinical and community programs, partnerships, advocacy, training, and evaluation, the Pediatric Public Health Initiative strives for health equity and serves as a national resource for best practices. The PPHI is driven by five work teams: Child and Health Development, Nutrition, Exposure Assessment, Health Informatics, and Child Health Policy and Advocacy. These teams work closely with the PPHI Parent Partner Group and the PPHI Flint Youth Justice League.The Office Coordinator will provide a wide range of clerical and administrative support to the PPHI Director and Associate Dean for Public Health, Dr. Mona Hanna, and all of the research and programs under the Pediatric Public Health Initiative. PPHI has 14 faculty/academic staff and over 50 support staff that work on programs and research studies such as Flint Registry, Fruit and Vegetable Prescription Program, Video Interaction Project, and Rx Kids. This position will interact with stakeholders through phone, email, and in person, including university faculty, staff, and the public in an inclusive, respectful and welcoming manner.As part of regular duties, the Office Coordinator:

• Schedules appointments and maintains calendars
• Monitors day-to-day email and written correspondence
• Maintains files and records, including training, lecture evaluations, personnel files, purchasing records and receipts
• Makes travel reservations and processes travel requests and reimbursements
• Schedules and coordinate logistics and catering for meetings, trainings, and special events
• Reserves and prepares meeting rooms and audio-visual and other technology related needs
• Facilitates, prepares, and distributes agenda materials and records minutes for regular and special meetings
• Attends meetings in order to acquire and disseminate information
• Orders and maintains inventory of office supplies in order to facilitate the functioning of the unit
• Processes and reconciles p-card transactions and supports the purchasing and reimbursement needs for PPHI research projects
• Completes office duties including photocopying, faxing, and shipping
• Assists unit with event tasks such as printing, scheduling rooms, set up and break down, creating announcements, ordering food, and any additional administrative work
• Reviews and enters timesheets into payroll system for hourly employees
• Completes a wide range of computer tasks, including correspondence, reports, tables, agreements, newsletters, flyers and other documentation
• Composes, edits and proofreads correspondence, letters, proposals, newsletters, flyers and other materials
• Interprets and summarizes materials in order to keep the administrators, faculty and staff informed of pertinent events and information
• Interprets university policies and administrative procedures and initiates necessary action
• Interprets terms and conditions of documents or agreements pertaining to expenditure of funds
• Gathers data and information from a variety of sources in order to assist in the preparation of grants, proposals and reports
• Completes project work independently in order to facilitate the functioning of the PPHI
• Other administrative duties as assigned to maintain overall operations of the unit

We are looking for a motivated, service-orientated individual with a positive attitude who has related job experience. The successful candidate will possess a consistent level of excellent communication and customer service skills and have demonstrated experience working collaboratively and taking direction. The ideal candidate must be flexible, enthusiastic, organized, professional, trustworthy, and enjoy a fast-paced environment. They will have a demonstrated ability to establish and manage multiple high-level relationships with complex, multifaceted organizations and external partners.This is a full-time position located in Flint, MI. PPHI embraces a hybrid work schedule of both in-person presence and remote work. This arrangement is designed to align with the specific job duties and responsibilities of the role, allowing for a schedule that balances remote work opportunities with unit needs, based on mutual agreement with their supervisor. Regardless of remote status, all employees are required to regularly attend to work tasks and responsibilities during regular business hours. This position may require infrequent travel to East Lansing for meetings and/or training.The Michigan State University and Hurley Children's Hospital Pediatric Public Health Initiative seeks to provide employees with a diverse, challenging set of duties that foster learning new skills and knowledge and a collegial environment where employees regularly share information, ideas, resources, and solutions to problems.Minimum RequirementsKnowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or related field; one to three years of related and progressively more responsible or expansive work experience in a professional office setting, performing secretarial and administrative tasks, including experience with scheduling meetings, data entry, payroll processing, office machines, email and internet usage or in performing tasks related to the area of employment; experience in word, spreadsheet, mail merge, database, calendaring, publishing, and/or presentation software; or an equivalent combination of education and experience.Desired QualificationsThe optimal candidate will exhibit many of the following skills and abilities:

• Proficient computer and tablet skills;
• Advanced knowledge of Microsoft Office suite including Outlook, Word, PowerPoint, and Excel;
• Proficiency in MS Office 365 products, Enterprise Business Systems (EBS) and Kuali financial software (KFS) at MSU;
• Experience in performing administrative tasks, including scheduling meetings, data entry, payroll processing, using office machines, email and internet usage;
• Excellent oral and written skills;
• Attention to detail; self-starter; highly self-motivated;
• Able to work effectively in collaboration with large diverse groups of people;
• Able to work independently in an organized and efficient manner;
• Able to prioritize multiple concurrent tasks in a busy office environment
• Demonstrates professionalism;
• Quick learner and high sense of responsibility and honesty;
• Positive attitude;
• Outstanding customer service skills; ability to maintain the highest level of confidentiality

Equal Employment Opportunity StatementAll 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 MaterialsResume Cover Letter Work HoursSTANDARD 8-5WebsiteRemote Work StatementMSU 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 12/17/2024 at 11:55 PMAdvertised: Dec 11, 2024 Eastern Standard Time Applications close: Dec 24, 2024 Eastern Standard Time