Academic Affairs Executive Secretary / Executive Secretary II

Working/Functional Title

Academic Affairs Executive Secretary

Position Summary

The College of Nursing is seeking application for our Academic Affairs Executive Secretary position. Reporting to the Associate Dean for Academic Affairs, the Academic Affairs Executive Secretary will provide support in all aspects of the Academic Affairs unit in the College of Nursing inclusive of supporting the Associate Dean for Academic Affairs and nursing curriculum system management. This position requires one to have strong organizational skills, the ability to be extremely detail‐oriented as well as the ability to multi‐task in a fast‐paced environment with frequent interruptions. The Academic Affairs Executive Secretary must be able to handle information with strict confidentiality as well as function independently with little direct supervision. The working hours are from 8 a.m. - 5 p.m. Monday through Friday.

Position responsibilities include but are not limited to:

• Manages and maintains the Associate Dean for Academic Affairs complex calendar with independent ability to schedule, reschedule and cancel meetings and conferences
• Coordinates travel and handles travel reimbursements for the Associate Dean
• Creates, maintains and archives an accurate and efficient filing (electronic and physical) system for the Associate Dean for Academic Affairs
• Assist Associate Dean with faculty reviews
• Collects, compiles, and interprets data/information from internal and external sources to produce reports for a variety of university, public and private sources for the Associate Dean
• Full responsibility for correct major codes on courses and sections and communicating the codes for Revenue Based Initiatives and other budget items
• Enters the on and off campus course schedules through the university Student Information System (SIS)
• Enters and updates pertinent information into the Student Information System (SIS)
• Responsible for maintenance of accurate master course schedule including updates to courses, section arrangements, enrollment, etc.
• Regular communication with College leadership, faculty, OSA, and RO to ensure schedule is current and available to the college for use across multiple units.
• Acts as a liaison between the CON, UCC and AACC regarding curricular matters and changes and provides recommendations on policies and procedures related to curriculum and program changes

Minimum Requirements

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

Desired Qualifications

Knowledge equivalent to that which normally would be acquired through the first two or three years of college, such as an Associate’s degree; six months to one year of related and progressively more responsible or expansive work experience In word processing, database, spreadsheet, presentation software and/or desktop publishing, web page software; office procedures; proficient use of Microsoft Suite including Outlook; ability to work Independently and use sound judgment; strong organizational skills, extremely detail‐oriented, ability to multi‐task in a fast‐ paced environment with frequent interruptions, ability to work independently, handle information with strict confidentiality or an equivalent combination of education and experience.

In addition to the requirements listed above, a bachelor's degree in business or related field is highly desired. Previous experience providing administrative support and managing a complex calendar; knowledge of University policies and procedures; familiarity with EBS financial transaction processing; advanced experience with Microsoft Office Word, Excel, PowerPoint, Access and Outlook including calendaring; CLIFMS experience; excellent written and verbal communication skills; website content management experience; proofreading experience including correct usage of grammar, writing and editing skills; ability to multitask; excellent customer service skills and event planning experience are also desired. The ideal candidate will also have strong organizational skills, be extremely detail‐oriented, be able to multi‐task in a fast‐paced environment with frequent interruptions, be able to work independently, handle information with strict confidentiality and be able to problem solve quickly and efficiently. In addition, experience in higher education is highly desired.

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

Special Instructions

Please provide a contact list of three (3) professional references knowledgeable of your work.

Work Hours

STANDARD 8-5

Website

WWW.NURSING.MSU.EDU

Summary of Physical Demands

Duties may involve lifting 50 pounds or more with frequent lifting and/or carrying of objects weighing 25 pounds or more?

The Bidding Eligibility ends on 05/12/2026 at 11:55 PM