Honorifics Assistant​/Office Assistant IV

Working/Functional Title

Honorifics Assistant

Position Summary

Position Summary

Honorifics Office Assistant provides high-level administrative, operational, and project coordination support for Michigan State University’s institutional strategy for faculty and academic staff awards, honors, and recognition.

Working closely with the Assistant Director of Honorifics, this position coordinates the day-to-day activities required to identify, track, develop, and advance faculty and academic staff award opportunities. The position serves as a central point for maintaining award information, candidate and nomination records, deadlines, submission materials, communications, meetings, and follow-up activities.

The position requires a high degree of organization, attention to detail, independent judgment, discretion, and the ability to manage multiple projects and competing deadlines. The successful candidate will interact regularly with faculty, academic leaders, administrative staff, university offices, external award organizations, and other stakeholders.

The position will help ensure that the University’s honorifics operations are organized, timely, accurate, and responsive, while providing the administrative infrastructure necessary to support a proactive and sustainable institutional awards strategy.

• Honorifics Operations & Nomination Support – 40%
• Coordinates the administrative and operational activities associated with internal and external faculty and academic staff awards and honorifics.
• Maintains a centralized database and tracking system of award opportunities, eligibility requirements, deadlines, nominees, nominations, submissions, outcomes, and related activities.
• Monitors award calendars and deadlines and proactively communicates upcoming requirements to the Assistant Director, faculty, nominators, colleges, and other appropriate partners.
• Coordinates nomination timelines and submission logistics, including collection and organization of nomination materials, letters of support, biographies, CVs, supporting documentation, and other required materials.
• Maintains standardized nomination templates, checklists, tracking tools, and process documentation.
• Reviews nomination materials for completeness, formatting, consistency, and adherence to submission requirements.
• Coordinates routing and approvals associated with nominations and ensures required materials are received by established deadlines.
• Maintains organized electronic files and records for nominations, awards, correspondence, and related documentation.
• Tracks award outcomes and maintains historical records to support future nomination planning and institutional analysis.
• Provides administrative support for internal awards, recognition programs, and honorific initiatives.
• Faculty, College & Stakeholder Coordination – 25%
• Serves as a primary administrative point of contact for faculty, nominators, college staff, and university partners regarding award timelines, requirements, processes, and documentation.
• Responds to inquiries and provides accurate information regarding nomination procedures, deadlines, eligibility requirements, and next steps.
• Coordinates meetings, consultations, workshops, and other activities supporting faculty recognition and honorifics.
• Schedules meetings and maintains calendars for the Assistant Director of Honorifics and, as appropriate, faculty and university partners.
• Prepares agendas, briefing materials, meeting notes, action items, and follow-up communications.
• Tracks commitments and follow-up activities resulting from meetings and consultations.
• Coordinates communications with colleges and partnering units to gather information and advance nomination activities.
• Attends meetings on…