Executive Secretary II

Executive Secretary II

The College of Human Medicine seeks an energetic, engaged, and hard-working individual to support several Chairs of new departments created as part of the partnership between MSU and Henry Ford Health. The role provides high-level administrative support to the Chairs of these statewide academic departments, curricular support for specialty-specific electives that are run on eight community campuses, and liaisons with HFH staff, campus administrative teams and CHM HR to process faculty appointments.

These departments represent an exciting opportunity to increase the college's educational, clinical and research portfolios.

This position supports Department Chairs physically located in the Detroit community and interacts with CHM community campuses throughout the state and several units on the East Lansing campus. Periodic travel between Detroit and East Lansing is anticipated and will be required.

Primary Responsibilities:

• 25% Administrative responsibilities
• Provides high-level administrative support to multiple executives of the college
• Understands executive priorities and anticipates needs to support efficient workflow
• Reviews, interprets, and prioritizes information and documents to ensure timely attention
• Attends meetings for the purpose of preparing minutes, distributes summaries, and tracks action items for follow-up
• Makes travel arrangements, creates travel agendas, and prepares travel authorization and reimbursement requests
• Reviews and summarizes sensitive and confidential materials for reports and meetings
• 25% Academic responsibilities
• Coordinate specialty-specific electives, including –
• Creating schedules for students
• Preparing letters of recommendation for students
• Working with all communities to approve off-campus electives
• Submitting grades
• 15% Communications
• Liaison with hospital partners, donors, alumni, chairs, directors, staff, and students
• Create and review correspondence, email, and presentations
• Monitor Zoom meetings and coordinate Zoom meetings and webinars
• 15% Human Resources/Finances
• Communication and coordination with HFH and CHM HR regarding communications with candidates for initial appointment applications, clarification of criteria and qualifying activities for prefix vs non-prefix appointments, updates to candidates on application status, and faculty follow-up of annual evaluations
• Arrange and prepare for no-pay and employed faculty annual reviews
• Create and submit invoices and vendors in KFS
• Assist with the routing of contracts and obtaining required signatures and approvals Send notices of required training to faculty
• 15% Scheduling/Meeting support
• Coordinates and arranges meetings for multiple executives as well as extracurricular events
• Manages multiple calendars and schedules appointments and phone calls Coordinate faculty searches and follow-up
• Coordinating quarterly faculty/executive committee meetings, including scheduling, preparing agendas, sending invitations, ordering lunch, and taking minutes
• Coordinating annual meetings for the RPT committee, including scheduling and taking minutes
• 5% Other duties as assigned

Minimum Requirements:

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 work experience in word processing, spreadsheet, database and/or desktop publishing software; presentation and webpage 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 in a business-related field. Three to five years of related work experience in Executive administrative support. Ability to manage multiple, simultaneous projects and schedules with overlapping timelines and demands; experience working with academic departments, colleges, and public/community organizations;

experience coordinating visiting speakers or lecture series by organizing, identifying, and liaising with speakers and presenters; ability to work/think independently, render decisions based on relevant information, use good judgement and maintain confidentiality. Experience arranging and reimbursing domestic and international travel. Demonstrated excellence in communication, organizational, and interpersonal skills and ability to interact with varied constituents in a timely courteous and professional manner;

ability to interpret information to coordinate projects and respond to questions; demonstrates a work orientation that includes problem solving, teamwork and adaptability to change, focus on service, and continuous learning for self-improvement. Proficient with Microsoft Office Suite including Word, Excel, Access, Power Point, and Outlook.

Equal Employment Opportunity Statement:

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex,…