International Studies and Programs (ISP) at Michigan State University is seeking an Office Assistant III for the Office of International Research Collaboration (OIRC). In this role, the Office Assistant III will ensure efficient office operations by performing a wide variety of activities that support the OIRC team. Major Position Responsibilities:
Support External Award Funding
Track funding opportunities for the weekly OIRC International Funding Update;
Provide first level supervision over student employees working on funding update;
Format funding update via MailChimp;
Ensure the accuracy of and final review of funding update before distribution to faculty, staff, and senior administrators across campus (currently ~330 people);
Assist faculty and staff with targeted searches for new funding opportunities;
Conduct outreach to relevant faculty and staff regarding specific funding opportunities.
Maintain unit website;
Input updates and changes to unit website using web software;
Upload funding opportunities to unit website.
Conduct web research for OIRC data and information projects. May include:
Internal MSU research re: international engagement;
External research re: donors;
Identifying and compiling technical, policy, and geographic background documents relevant to particular proposals;
Draft information sheets and flyers re: MSU work in relevant geographic or technical areas.
Contribute to preparation of unit’s annual report and other office reports;
Update unit proposal tracker for use in annual report.
Attend OIRC at campus-wide and ISP events and meetings (e.g. New faculty orientation, ISP Communicators Meetings, & OIRC faculty events);
Create and distribute marketing materials for OIRC events;
Track event RSVPs and attendance;
Secure space and technology for events, working with facility managers and/or vendors;
Purchase refreshments and materials for events based on anticipated attendance;
Write event notes, compile attendee bio information, complete event follow-up.
Contribute to development of large, multi-disciplinary proposals for external funding of international research and engagement;
Work directly with faculty PIs and department support staff from across campus in development of these proposals;
Liaise with faculty and staff to collect personnel documents, e.g. CVs, bio-data, current & pending forms, and other information as required for proposals;
Create graphics for use in proposals;
Copyedit and format proposal documents;
Prepare proposal certifications and letters;
Coordinate signatures on proposal documents from relevant MSU department chairs and the Office of Sponsored Programs (OSP);
Liaise with external sub-recipients (including foreign collaborators) to collect budgets and supporting documents;
Assist with collection of budget inputs;
Initiate and track proposal routing documents in Kuali Coeus;
Complete proposal close-out checklist, including maintenance of electronic proposal files;
Schedule proposal meetings involving faculty, staff, and senior administrators;
Prepare first drafts of capabilities statements and faculty research summaries; Prepare matrices and tables to demonstrate MSU strengths;
Prepare proposal administration documents, such as checklists, task lists, and process calendars for use by faculty, staff, and administrator proposal teams;
Maintain knowledge of MSU policies and procedures by attending MSU trainings and regularly consulting MSU resources, e.g. Manual of Business Procedures.
Reconcile purchasing card, and process payments via MSU electronic financial software (EBS);
Conduct initial monthly reconciliation of OIRC general fund account using ledgers and supporting documentation;
Process purchase of conference registrations, professional guides, and educational materials for OIRC staff;
Contribute to compliance with university business policies, procedures, and regulations.
Process advance requests and travel authorizations for OIRC staff;
Process and track travel reconciliations via EBS;
Liaise with MSU Travel regarding questions and special circumstances.
Schedule meetings for OIRC staff with parties internal and external to ISP; secure meeting space; create meeting agendas;
Research and interpret university policies and procedures related to purchasing, human resources, travel, and other relevant areas to ensure compliance and efficiency;
Advertise for student job opportunities, and conduct student employee interviews;
Monitor and ensure maintenance of office supplies;
Answer main office telephone, check main voicemail;
Other duties as assigned.
Unit Specific Education/Experience/Skills
Knowledge normally acquired through a high school education; three to five 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; typing and filing and providing general office support; maintain accounting ledgers; may require knowledge of technical or medical terminology and/or technical knowledge or training related to the field of employment; or an equivalent combination of education and experience.
Knowledge normally acquired through a four-year college degree program; excellent written and verbal communication skills; strong roof reading and editing skills; ability to set priorities and independently manage multiple deadlines; careful attention to detail; experience updating website content or using similar online platforms; strong organizational and problem solving skills; ability to multi task; experience living or working in a foreign country; knowledge of grants, contracts, proposals or external funding.
Required Application Materials
Resume and cover letter
Description of End Date
This is a limited term position funded for 1 year from date of hire with possibility of annual renewal contingent upon funding renewal.
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