"Executive Secretary II"

Position Summary

The VDL is a premier veterinary diagnostic laboratory for companion animals and horses as well as for livestock, laboratory, zoo, and wildlife species. The VDL performs more than one million tests per year on samples submitted from across the state of Michigan, the United States, and more than 25 countries. It has outstanding veterinary medical professionals and facilities and is world-renowned for expertise in endocrinology and cancer diagnostics.

The Executive Secretary II performs administrative support to the Executive Director of the Veterinary Diagnostic Laboratory. The Executive Secretary II frequently interacts with chairs, directors, faculty, University administrators, professional veterinary organizations, government agencies, students, and the public while representing the Laboratory Director, Veterinary Diagnostic Laboratory and the College of Veterinary Medicine in a professional manner. The Executive Secretary II utilizes extensive knowledge and understanding of the Veterinary Diagnostic Laboratory, College, and University policies and administrative procedures to respond to inquiries and to initiate appropriate action.

Position duties:

• 40% - Providing administrative support to the Director and the Management team of the Veterinary Diagnostic Laboratory: Opens, reviews and directs the Director’s mail, including drafting responses; Manages all aspects of the Director’s calendar including appropriately prioritizing appointments/meetings; Composes, types, edits and proofreads materials, develops meeting agendas, takes and prepares minutes during meetings and distributes them, and follows up on action items; Prepares confidential documents and correspondence for signatures and/or approvals; Prepares drafts of memos or correspondence for routine actions; Anticipates and coordinates routine lab activities and assists the Director in assuring that necessary actions are taken.
• 35% - Aids in laboratory operations: Manages laboratory requests for Subpoenas, FOIAs, Nondisclosure Agreements, Material Transfer Agreements, and Special Projects; Ensures accurate timely handling of rabies results, CWD program, and Scrapie billing; Maintains veterinary license renewals for VDL professionals; Maintains driver’s certification program for the VDL couriers; Maintains parking permit links; Submits telecom phone tickets; Calls in building facility issues; Manages email distribution lists/TEAMs channels; Tracks faculty vacation time; Coordinates faculty candidate visits; Assists with other lab clerical work as needed.
• 15% - Helps with customer/stakeholder interactions: Schedules facility meetings for external groups; Oversees conference room scheduling (internal and external); Main contact with MDNR Wildlife Services (administrative requests).
• 10% - Other duties as assigned.

The College's vision is to be the destination for teaching, innovation, care, and service. Six goals, backed by specific strategies, guide our organization as we move forward. Read more at https://cvm.msu.edu/about/strategic-planning-2021-26/goals to learn about the MSU College of Veterinary Medicines goals, strategies and progress.

Minimum Requirements

Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar; five to eight years of related and progressively more responsible or expansive work experience in maintaining account ledgers, word processing, editing, composing correspondence, taking dictation, spreadsheet, database, desktop publishing, and/or presentation software; or an equivalent combination of education and experience.

Desired Qualifications

A successful candidate will be a professional who is organized, detail oriented, and one who does not sweat the small stuff and is able to remain calm, cool, and collected under pressure. The ideal candidate for this role will be team oriented, collaborative by nature, customer service focused, an independent problem solver, and has a positive attitude, while always maintaining a professional demeanor. Good written and oral communication skills; ability to function as a team member within and across multiple levels of operations. Experience working in a laboratory environment requiring specific safety and security awareness training.

Required Application Materials

Applicants must provide the following materials...
1.) Resume/CV
2.) Cover letter
3.) 3 professional references (phone and email)

Work Hours

STANDARD 8-5

Website

https://cvm.msu.edu/vdl