Administrative Assistant I - Part Time

Position Function:

The function of the Administrative Assistant is to provide administrative support and coordinate the administrative function of the Nancy Fair Link Laminitis Research Centre.

Salary Grade:  11

Please see Staff Compensation Structure or Skilled Crafts and Service Maintenance Compensation Schedule for salary ranges.  For salary grade UC, these positions are "Unclassified" and salary ranges are determined by the hiring department.

Area of Specialization:

Laminitis Research Center

Essential Duties and Responsibilities:

1. Provides administrative support to the Nancy Fair Link Laminitis Research Center, including preparation, editing, and maintenance of correspondence, reports, spreadsheets, databases, and other administrative documents.
2. Assists with budget monitoring and financial administration by tracking expenditures, maintaining budget records, compiling financial data, and preparing summary reports for the Center Director.
3. Coordinates procurement activities, including preparation and processing of purchase requests, orders, payments, reimbursements, and acquisition of supplies, equipment, and services in accordance with University policies.
4. Reconciles procurement card (ProCard), travel, and other financial transactions; assists with monthly and annual financial reviews, audits, and supporting documentation.
5. Coordinates travel arrangements and travel reimbursements for Center personnel using University-approved systems and procedures.
6. Maintains administrative records, databases, inventories, and filing systems; ensures accuracy, organization, and compliance with University record-retention requirements.
7. Assists with inventory management, including equipment tracking, inventory audits, asset documentation, and surplus or disposal processes.
8. Coordinates meetings, workshops, seminars, and other Center activities, including scheduling, calendar management, preparation of meeting materials, and recording meeting minutes.
9. Serves as a liaison between the Center and University administrative offices, including Human Resources, Procurement, Accounting, Sponsored Programs, and College administration.
10. Assists with personnel-related administrative processes, including timesheet management, leave processing, payroll documentation, onboarding paperwork, and other routine human resources functions.
11. Collects, compiles, and summarizes operational data to support Center reporting, planning, and decision-making activities.
12. Performs other administrative and operational duties as assigned in support of the mission and activities of the Nancy Fair Link Laminitis Research Center.

Minimum Qualifications:

Education: High school diploma
Experience: Two (2) years of clerical or office experience directly related to the duties and responsibilities specified.
When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Preferred Qualifications:

1. Bachelor’s degree in accounting or business.
2. Experience in fund accounting.
3. Experience with the MSU Banner Operating System.

Knowledge, Skills, and Abilities:

1. Demonstrated computer literacy skills, using MS Office applications and other basic data systems including internet navigation, maintenance skills.
2. Organizing and coordinating skills.
3. Ability to manage their time and tasks effectively and efficiently, handling multiple time sensitive projects at the same time.
4. Ability to maintain confidentiality of records and information.
5. Ability to perform simple accounting procedures.

6. Ability to understand and follow specific instructions and procedures.

7. Ability to maintain calendars and schedule appointments.

8. Ability to create, compose, and edit written materials.

9. Knowledge of supplies, equipment, and/or services ordering and inventory control.

10. Skill in the use of operating basic office equipment.

11. Ability to communicate effectively, both orally and in writing.

Working Conditions and Physical Effort

1. Work is