Secretary III

Michigan State University - East Lansing, MI

Full-time - Entry Level

Remote - East Lansing, MI

Educational Services

About the position

The MSU College of Nursing is seeking applications for our full-time Professional Development and Continuing Education Secretary position. This position works collaboratively with the College's faculty, staff, agency partners, and customers to coordinate and provide support for successful planning, implementation, and evaluation of nursing continuing professional development and continuing education activities. These activities include in-person seminars, online webinars, and hybrid conferences. Reporting to the Nursing Professional Development Coordinator, this position will also support program facilitators/nurse planners to ensure successful implementation of learning programs to deliver consistently positive learner and customer experiences. This individual functions as a valued member of the team who is open to feedback and collaborative discussion for successful departmental goal achievement including dedication to diversity, equity, inclusion (DEI), and accessibility concepts. This is a full-time, hybrid work position with a minimum of 3 scheduled in-person days on the campus of MSU in East Lansing, Michigan. Standard work hours (remote or in person) are Monday through Friday 8 am - 5 pm. Events may necessitate occasional early mornings and/or evenings for conferences and College events. In addition, this position may involve occasional local and statewide travel to meetings and events.

Responsibilities

• Support the virtual and in-person instructor-led training programs within Professional Development and Continuing Education.
• Work with facilitators/nurse planners to identify and obtain activity material needs while observing principles of respect, equity, diversity, and inclusion.
• Create, maintain, and ensure timely and accurate completion of course infrastructure such as event communications, payment, and evaluation of activities.
• Provide support for event materials such as activity fliers, media advertising, press blurbs, and e-newsletter content.
• Set up Zoom/Teams meetings for activities including adding co-hosts and creating polls as needed.
• Curate session information and provide basic analysis of event metrics.
• Coordinate and execute reservations, food purchases, event set up, registrations, venue contracts, invoicing, refund processing, distribution of continuing education (CE) certificates for events as needed.
• Coordinate and assist with the schedule and planning of course offerings. Confirm specific dates, times, and speakers.
• Participate in regular program planning meetings, needs assessments, and strategic planning efforts to drive direction of events and services.
• Coordinate event financial details in Eventbrite/MSU Transact Payments and make portals available for registration.
• Work with CON Marketing and Communications Team to align marketing materials on the website and departmental communications with CON standards.
• Maintain current, accurate, and reliable documentation for activities.
• Assist with report generation, research studies, and accreditation processes, and ensure data integrity in department electronic filing.
• Coordinate course billing and ensure accurate compliance with MSU systems.
• Process departmental financial transactions, monitor expenditures, and create and manage Transact Payment and Eventbrite portals, setting up new stores as needed for online courses.
• Update and maintain department budget financial spreadsheet.
• Work with MSU CON Finance Team to obtain and review financial statements and/or transactions.
• Process p-card charges from staff, course, office supplies, and other program-related purchases.
• Submit Purchase Orders, Requisitions, Internal Billings, and Disbursement Vouchers in MSU EBS/KFS for department-related purchases as needed.
• Adhere to MSU Manual of Business Procedures and follow university business processes.
• Maintain values of diversity, equity, and inclusion in interactions with faculty, department administrators, staff, students, volunteers, the public, and vendors/suppliers to coordinate and evaluate projects, exchange information to perform a high level of customer service.
• Respond to customer inquiries with timely and accurate problem resolution, whether in person, electronically, or over the phone.
• Ensure accurate and timely customer follow up including registration, receipts, certificate delivery, and informational requests.

Requirements

• 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.
• Outstanding written and verbal communication skills.
• Excellent organizational skills including accuracy in recordkeeping and attention to detail.
• Accurate proofreading skills including the use of proper grammar and punctuation in professional business communications and marketing materials.
• Skilled in use of Office 365 including Word, Excel, Teams, SharePoint, and Outlook.
• Able to work independently and effectively within a hybrid worksite on multiple projects.

Nice-to-haves

• Knowledge normally acquired through a bachelor's degree or equivalent.
• Experience in project management, event planning, and/or marketing activities.
• Knowledge of University systems, policies, and procedures.
• Experience with web page development and graphic design creation such as flyers.
• Experience with MSU advertising/marketing protocols.
• Experience with data management systems, learning systems, and event platforms such as Desire to Learn, Eventbrite, Qualtrics, and other related software applications.

Benefits

• Continuing education credits