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The Office Assistant provides general clerical, event planning, data collection, and communications support to the operations of the Center for Latin American and Caribbean Studies (CLACS). ). The center identifies emerging opportunities for research, educational exchanges, and engagement in Latin America and the Caribbean and serves as an information hub for faculty and students with interests in the region.
Essential Duties & Responsibilities:
CLACS office administrative support: (30%)
Collect information and maintain spreadsheets on CLACS activities, core faculty members, awards, course offerings, etc.
Schedule meetings and rooms, etc.
Coordinate domestic and international travel for CLACS staff, including booking accommodations
Oversee office supplies and services
Provide first-level supervision for student employees by training, creating work schedules, and tracking and submitting hours worked
Serve as first point of contact for CLACS, including using English and Spanish to answer phone calls, greet visitors, maintain the CLACS email account and listservs, and route inquiries as appropriate
CLACS communications: (30%)
Update CLACS website, including text content and formatting, creating and publishing new pages, etc.
Create and edit newsletters, brochures, flyers, website content, and PowerPoint presentations; use social media and website to promote CLACS news, events, and activities
Translate documents and correspondence between English and Spanish
Event planning/management: (20%)
Coordinate event planning by booking facilities, organizing catering, tracking expenses and co-sponsorships for events, preparing travel arrangements and reimbursements for speakers, etc.
Preparation of documents in EBS for processing by Fiscal Officer: (20%)
Provide support to fiscal officer by preparing and submitting finance eDocs into EBS
Prepare travel authorization and cash advances; process travel reimbursements
Process employment paperwork for student employees in EBS; enter student employee timesheets into EBS for payroll
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; experience in the use of social media platforms; typing and filing; or an equivalent combination of education and experience.
Associates or bachelor’s degree
Experience with Microsoft Office applications including Word, Excel, PowerPoint, and Outlook
Spanish language fluency is strongly desired
Excellent written, verbal, and interpersonal communication skills
Ability to work independently and to multitask with accuracy and attention to detail
Ability to independently meet and manage deadlines
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 and letter of interest
The university is requiring all MSU students, faculty and staff to be vaccinated against COVID-19 with limited exceptions. Learn more at: https://msu.edu/together-we-will/
Remote Work Statement
MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.
Bidding eligibility ends July 19, 2022 at 11:55 P.M.
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