Deputy Secretary for Academic Governance / Business Process Professional

Working/Functional Title

Deputy Secretary for Academic Governance

Position Summary

The Deputy Secretary for Academic Governance will assist the Secretary for Academic Governance in providing staff support to the University Council the Faculty Senate the Steering Committee the University Committee on Academic Governance and other academic governance bodies. The successful applicant will be a wellrounded individual who is highly organized capable of critical thinking and able to learn new skills quickly.

The Secretary for Academic Governances responsibilities include managing the elections of faculty to various universitylevel committees advising participants in academic governance on parliamentary procedure and the Bylaws for Academic Governance preparing the agendas and minutes for several committees and tracking the progress of dozens of initiatives working their way through the academic governance system. The Deputy Secretary would be responsible for assisting the Secretary for Academic Governance in fulfilling those responsibilities.

The Deputy Secretary is supported by one fulltime administrative professional that assists with the Office of Academic Governances cyclical administrative processes including elections new member orientation academic governance initiative tracking and archiving records.

MSU is a large university with many resources and excellent benefits for employees.

Responsibilities

Be able to make decisions or recommendations on academic policies or governance matters without prior approval. Prepare and distribute agendas minutes and background documents for universitylevel committees and schedule the committees meetings; attend standing committee meetings as assigned by the Secretary of Academic Governance; archive documents and files.

Be responsiblefor drafting and editing academicpolicy documents proposals or governance procedures. Provide highlevel oversight in the administration of 29 annual elections including preparing and distributing election materials memorandums and other correspondence communicating election processes and results and managing and updating committee rosters based on new election results appointments or substitutions in Microsoft Excel and Microsoft Outlook. The election process includes coordination with the chairperson of the University Committee on Academic Governance the Office of the President the Office of the Executive Vice President for Administration other senior administrators and communication with the Academic Congress the Steering Committee the Faculty Senate the colleges other major academic units.

Make determinations about deadlines workflows or how academic governance processes are implemented. Track progress of issues working their way through the academic governance system by attending committee meetings and by maintaining and updating the office website governance archive SharePoint and Outlook inbox.

Set their own schedule and determine how to approachthe work. Assist faculty administrators and student government leaders with navigating the academic governance process.

Write proofread and format office communications. Manage office supplies and other logistical matters. Other duties as assigned.

Who We Are Looking For

The ideal candidate is selfmotivated highly organized and capable of managing and prioritizing multiple tasks without supervision. This role is primarily onsite.

The ideal candidate will be overseeing some complex processes and projects depending on the needs of the office including the possibility of meeting regularly with Faculty and Academic Staff Affairs (FASA) on policy and procedural matters.

This person may be responsible for student employment recruitment training and supervision presenting to faculty and staff on current policies as serving as a backup to other administrative staff. The person must maintain a current working knowledge of MSU policy and procedures in order to advise faculty staff and students.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired by completing a fouryear college degree program in a businessrelated field; three to five years of related and progressively more responsible or expansive work experience in project management; or an equivalent combination of education and experience.

This opportunity requires utilizing computer skills to create databases newsletters templates surveys and much more. Candidates must have an advanced knowledge of Microsoft Word and Microsoft Excel. The ideal candidate is also proficient in using other software including Adobe Acrobat Microsoft Outlook Microsoft Teams Qualtrics and Zoom.

Desired Qualifications

Masters degree or equivalent experience; critical thinking and analytical skills; ability to interact with various constituents in a timely courteous and professional manner; ability to handle multiple tasks and details; excellent time management skills; proficiency with Microsoft Office Suite including Outlook Word (advanced knowledge) Excel (intermediate knowledge) and Teams; audio and video editing experience are desired but not required; ability to focus on service and continuous learning for selfimprovement; evidence of experience with and appreciation for diversity and inclusion; working knowledge of Roberts Rules of Order.

Problem solving and critical thinking are essential to this job.

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

Please submit a resume cover letter the names and contact information for three professional references and a professional writing sample.

Work Hours

STANDARD 85

Website

Eligibility ends May 13 2025 at 11:55 PM