Office Coordinator

Position Details

Announcement Number: STAFF - VA - 26204

Contact:
Mai Allen –
mai.allen 

Under supervision of the Executive Assistant to the Vice President of Research and Economic Development, the Office Coordinator provides high-level administrative support to the Office of Research and Economic Development and its reporting units.

The Office of Research and Economic Development (RED) is responsible for developing and maintaining a thriving environment for research, creative and scholarly activities at the University. The Office Coordinator is the first point of contact on the phone and in person for the RED office and performs a variety of administrative duties in support of multiple units.

• Provide exceptional customer service for visitors to the RED office and direct inquiries or concerns to appropriate individuals or units.
• Answer and filter phone calls to appropriate individuals or units and take messages as needed.
• Provide administrative support for members of the RED leadership team including but not limited to the Associate Vice President for Research and the Director of Economic Development and Impact.
• Manage calendars, arrange and manage travel, complete travel authorizations and conference registrations, and prepare final travel expense vouchers.
• Coordinate meetings and serve as a liaison between the RED leadership team members and other departments.
• Make arrangements for meetings and events, including securing facilities, preparing agendas, promoting events, creating hospitality approval forms, arranging food, lodging, and transportation, and may include participating in events as on‑site staff.
• Complete Chrome River Reports for expenditures.
• Maintain departmental records, ensuring compliance with State and University records retention policies, including the preservation of confidential and sensitive information, files and documents.
• Assist with projects within the Research Organization.
• Open and distribute daily mail.
• Maintain office supply inventory, fill copier, keep office area clean, and stock supplies.
• Utilize MSUSmartbuy to order supplies and create contracts.
• Provide administrative back‑up to the Executive Assistant to the Vice President for Research as needed.
• Perform other administrative and office management duties in support of the RED office and its reporting units as assigned.

• Progressively responsible administrative work experience with emphasis on customer service in a main office setting, or an equivalent combination of relevant education and/or experience.
• Demonstrated experience with general office procedures such as answering the phone; greeting in‑person visitors; creating, proofing and editing business correspondence; scheduling meetings; distributing mail; and communicating detailed information, verbally and in writing, in an effective and diplomatic manner.
• Demonstrated competence in using standard office equipment, personal computers and software, such as word processing, spreadsheets, electronic calendars, and e‑mail. Microsoft Office Suite preferred.
• Demonstrated competence in file maintenance and organization.

• Knowledge of the University system and its organizational structure, regulations, policies, and procedures.
• Administrative experience supporting or interfacing with executive‑level personnel.
• Advanced proficiency in Microsoft Word and Excel with experience formatting documents, creating various publications and utilizing mail merge functionality.
• Experience with web‑site maintenance and web‑page development.
• Demonstrated experience dealing with various groups of individuals and situations with a high degree of tact and diplomacy.

• Have the ability to meet deadlines, organize and prioritize workloads in a busy office setting and consistently exercise initiative and good judgment.
• Develop and maintain effective working relationships with a diverse range of constituents both internal and external to the organization.
• Possess a strong customer…