Office Assistant IV

Job Description:

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 ensures 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. Attends 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 exercising sound judgment to support operational efficiency and the overall goals of the department or section.

Working conditions:

This position is fully onsite in a standard office environment. The job requires moderate physical effort and involves movement throughout multiple work sites for extended periods up to 25% of the time. Some travel may be required for meetings, conferences and errands for the Division.

All positions in RHS are designated as critical status. In the event of a university closure, modification, or suspension of operations due to snow or other emergency conditions, you will be expected to make all reasonable attempts to report to work as scheduled for the duration of the closure/suspension. If you have an approved remote work agreement to work a portion of your normally scheduled work hours remotely, you may be called upon to work on-site to serve the MSU community. If you have a permanent, on-going, and/or pervasive condition that may impede your ability to work on-site, please contact the Resource Center for Persons with Disabilities (RCPD) at rcpd.msu.edu/get-started.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school, Business Administration or 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 to the area of employment; experience in word processing, editing and composing correspondence, and maintaining spreadsheets and/or databases; or an equivalent combination of education and experience.

Desired Qualifications

Bachelor's degree in Business Administration or related field.

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

Resume, cover letter, three (3) professional references.

Work Hours

Standard Monday-Friday 8am-5pm with some nights and weekends depending on business need.

Website

https://rhs.msu.edu/

Bidding eligibility ends July 7, 2026 at 11:55 P.M.