Graduate Secretary - Secretary III at Michigan State University

Posted in Other 6 days ago.

Location: EAST LANSING, Michigan

Job Description:

Job no: 718700

Work type: Support Staff

Pay Grade: 09

Major Administrative Unit / College: College Of Engineering

Department: Chemical Engineering And Materials Sci 10016140

Sub Area: CT- Clerical Tech.

Salary: Salary Commensurate with Experience

Location: East Lansing

Categories: Office/Clerical Support, Clerical Technical- CT, Full Time (90-100%), Union
Working/Functional Title

Graduate Secretary

Position Summary

Provides support as department secretary for the graduate program. Establishes and maintains graduate student filing system (electronic and hard copy) for use of graduate program directors and faculty or other administrative units as appropriate; the successful candidate is responsible for keeping current graduate student information in spreadsheets and multiple databases; facilitates admissions process using GAMS/Slate; responsible for graduate student hiring including the preparation of graduate assistantship TA and RA letters, processing appointment forms in EBS, I-9's, fellowship forms, pay rate changes, cost redistributions, change of status forms, and terminations; enters Administrative Action forms using the Registrar's website; requires use of many systems including SIS, Campus Solutions (CS), GradPlan and Graduate Reporting System; processes drops/adds, overrides, grade changes and enrollment corrections; schedules all graduate oral examinations and prepares/submits the necessary documents; helps oversee various graduate student evaluation and training processes; tracks and assigns office space; works independently and completes work with frequent interruptions.

Unit Specific Education/Experience/Skills

The job requires: knowledge normally acquired through a high school education; three to five years of related and progressively more responsible or expansive work experience in maintaining accounting ledgers and/or experience in word processing, spreadsheet, database, and/or desktop publishing software. The job may require knowledge of presentation and web page software and technical or medical terminology and/or technical training related to the field of employment; or an equivalent combination of education and experience.

Desired Qualifications

Experience in a university academic unit; proficient in Microsoft Office/Excel and university systems including but not limited to: SIS, Campus Solutions, GAMS/Slate, GradPlan and the Graduate Reporting System; ability to create/produce documents and reports with few errors; ability to merge letters, maintain spreadsheets and update databases; ability to provide reports using available software and multiple databases maintained by the Graduate School, the College of Engineering and the Department of Chemical Engineering and Materials Science; outstanding customer service skills and ability to maintain the highest levels of confidentially and sensitivity with respect to personnel issues; excellent organizational skills; ability to prioritize and work independently; ability to anticipate possible issues and find solutions as appropriate; ability to work effectively under pressure.

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

Please submit a cover letter, resume and two professional references.

Work Hours


Bidding eligibility ends 7/21/2021 at 11:55 PM

Advertised: Jul 15, 2021 Eastern Daylight Time

Applications close: Jul 28, 2021 Eastern Daylight Time