Department Office Assistant / Office Assistant IV

Working / Functional Title

Department Office Assistant

Position Summary

The MSU College of Osteopathic Medicine Macomb University Center site seeks a service oriented, collaborative and self-motivated individual for the Office Assistant role to initiate and coordinate a wide range of clerical activities in order to support administrators, faculty and staff and to facilitate the functioning of the department. This position is located in Clinton Twp, Ml

This position will perform the clerical activities necessary to facilitate the functioning of the unit. Independently renders decisions, interprets information, apprises customers of appropriate actions; keeping Department Business Manager informed of all significant issues pertaining to the unit. Demonstrates teamwork skills including offering assistance, working cooperatively, positively, and respectfully with all customers, maintaining confidentiality and professionalism in all functions. Gathers information, composes emails, Teams messages, memos and / or letters to communicate with individuals to request information and follow up, in response to inquiries, in order to provide information or instructions for needed actions and / or explain established procedures. Orders and maintains inventory of office supplies in order to facilitate the functioning of the department.

Coordinates and performs supply, equipment and service requisitions for the unit. Identifies cost-effective purchasing sources and completes the steps to initiate and follow-up on the ordering of office / teaching supplies and equipment in a timely manner. Assist in maintenance of all required documentation records for fiscal and human resource audit purposes. Assists in maintenance of appointment and re-appointment-specific records for site faculty that are employed through MSU and MSUCOM Departments. Assists with scheduling appointments for site Assistant Dean and Director of Operations. Assists with completion of hiring / termination paperwork for temp / on call / student employees. Covers the Administration office front desk as needed to greet customers in a positive, respectful and professional manner. Addresses customers' needs and follows up as needed while following MSU and MSUCOM policies and procedures. Serves as the liaison between MSUCOM-MUC and the other sites of MSUCOM (EL and DMC). Serves as the liaison between MSUCOM-MUC and Macomb Community College and University Center personnel. Interacts with external agencies, and the public to verify information and ensure records and any resulting actions are correct.

Compiles, analyzes, verifies, and processes financial documents in Electronic Billing System for non-travel reimbursement, honoraria payments to course faculty, facilitators, guest lecturers and panelists, payment of invoices and vendor creation. Maintains and processes professional memberships and license renewals for the MUC Administrators, faculty and staff. Takes ownership of Procurement Card process by preparing required documentation to support use of department Purchasing Card for supply purchases and Student Organization food / venue purchases. Performs reconciliation of receipts, purchasing card transaction e-docs, and monthly statements, following up on any discrepancies. Takes ownership of Event Card process by preparing required documentation to support use of department Event Card for Student Organization food / venue purchases. Performs reconciliation of receipts, purchasing card transaction e-docs, and monthly statements, following up on any discrepancies. Maintains accurate records of supporting documents related to the processing purchase orders, disbursement vouchers, purchasing card, event card and other financial transactions for ledger reconciliation and budget reports as requested. Compiles, maintains and reconciles accounting records as directed. Payroll, conference / travel reimbursement, event management / special projects and other duties as assigned.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or business related field; one to three years of related and progressively more responsible or expansive work experience in maintaining account ledgers, departmental operations, employment, or in performing tasks related business, experience in word processing, editing and composing correspondence, and maintaining spreadsheets and / or databases; or an equivalent combination of education and experience.

Desired Qualifications

Detail oriented with strong ability to organize, prioritize and work Independently. Excellent Interpersonal, written and verbal communications skills, one to three years of business, accounting, and travel management experience. Willingness to take initiative, be flexible and enjoy working in cooperation with other team members with-an ability to multi-task in a fast-paced environment with frequent interruptions while providing quality service to faculty, staff and students. Strong knowledge / experience with Microsoft Outlook, Word, Excel, PowerPoint, Adobe, Teams, and Zoom software; familiarity with Polycom / videoconferencing, Teams and Zoom; knowledge of or ability to learn MSU Business, Accounting and HR policies, procedures and regulations. Kuali Financial System (KFS), and SAP Ariba. Experience with supporting a diverse and inclusive workplace environment, with a demonstrated ability to work with students, faculty, and staff from various social, economic, cultural, ideological, racial and ethnic backgrounds.

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

Cover letter and resume.

Work Hours

STANDARD 8-5

The Bidding Eligibility ends on 02 / 11 / 2025 at 11 : 55 PM