Office Assistant IV

Position Summary

The Office Assistant IV supports the Human Resources department within Residential and Hospitality Services (RHS) at Michigan State University, coordinates and initiates a wide range of clerical and administrative activities to support HR administrators and ensure the effective functioning of the department. This position compiles, verifies, processes, and analyzes complex and specialized RHS and HR information and data; independently renders decisions;

interprets policies, procedures, and guidelines; and advises employees, applicants, and stakeholders on appropriate actions. Through a high level of discretion, accuracy, and customer service, the role supports compliance, operational efficiency, and seamless HR services across RHS.

Typical duties:

• Interprets terms, conditions, and requirements of agreements, policies, and other official documents related to the authorization and expenditure of funds, ensuring compliance with University, divisional, and external funding guidelines. Applies judgment to clarify allowable expenses, identify restrictions, and advise administrators on appropriate financial actions or approvals. Orders, tracks, and maintains inventory of office supplies and equipment by assessing operational needs, monitoring usage levels, coordinating purchases, and maintaining accurate records to support the efficient functioning of the department or section while adhering to budgetary guidelines.
• Schedules, coordinates, and manages appointments and meetings for unit administrator(s) by maintaining accurate, up-to-date calendars, prioritizing commitments, resolving scheduling conflicts, and ensuring adequate preparation time for meetings and deadlines. This includes coordinating logistics with internal and external stakeholders, confirming availability, and adjusting schedules as needed to support operational effectiveness. Maintains organized and confidential office files and records, both electronic and hard copy, in accordance with University record‑retention and privacy requirements.
  
  Oversees travel-related documentation, including itineraries, authorizations, reimbursements, and supporting materials, ensuring accuracy, completeness, and timely processing to support administrative and business operations.
• Facilitates regular and special meetings for unit administrators by coordinating logistics, developing detailed agendas, assembling and distributing background materials in advance, and ensuring participants are informed and prepared. Attend trainings/meetings to accurately record discussions and action items. Interprets, synthesizes, and summarizes meeting materials and related documentation to keep administrators and staff informed of key issues, action items, policy updates, and pertinent events that may impact operations or decision‑making.
• Prepares meeting spaces by coordinating room reservations and ensuring appropriate setup, including arranging seating, materials, and refreshments as needed. Manages audio‑visual and technology requirements by setting up and testing equipment, coordinating virtual or hybrid meeting platforms, and troubleshooting issues to ensure meetings run smoothly.
• Maintains, reviews, and reconciles bookkeeping and financial records for multiple departments and/or programs, ensuring accuracy and completeness of transactions. Assists with budget planning, forecasting, audits, and grant administration by monitoring expenditures, compiling financial data, identifying variances, and preparing supporting documentation as needed.
• Receives, collects, reviews, and processes complex and diverse information from multiple sources, independently rendering decisions to contribute to information databases, initiate appropriate actions, or provide accurate and timely information to administrators, staff, students, and external agencies. Prepares and assists in the development, compilation, administrative reports requiring interpretation of policies, procedures, financial data, or operational trends.
• Independently manages and completes special projects and ongoing assignments by establishing priorities, coordinating tasks, meeting deadlines, and…