Job of the Week: Global Security Coordinator

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This week’s featured job is a Global Safety Coordinator for International Studies and Programs (job posting 930036). International Studies and Programs (ISP) is the hub for international research, teaching, and outreach at Michigan State University. 

In this position, you will serve as a member of the Office for Global Health, Safety and Security and support operational management of international health and safety matters. In collaboration with both the Director and Senior Coordinator of Global Health, Safety and Security, you will oversee office management, analysis, travel preparedness and plan response strategies to promote and protect the well-being of MSU travelers. 

You will share 24/7 coverage for international emergencies and the main telephone number/email address for Global Safety. This includes monitoring international incidents or worldwide events that may affect MSU travelers abroad. You will develop plans and guidelines to provide clear safety protocols while supporting department communication efforts through website updates, email newsletters, and university-wide communications. 

Occasional domestic and international travel will be required for conferences/training or site assessments. This is a hybrid position with the expectation that you will work on campus three days a week and remote for two. 

Knowledge equivalent to that which would normally be required by completing a four-year degree in a related field such as International Relations, Foreign Language, Communication, or similar is required. Three to five years of related experience in emergency coordination, international travel and security, or campus crisis/risk management is also required. You should have prior experience living, studying or working abroad.

To learn more, visit the International Studies and Programs website. To apply for the position, please submit a resume and cover letter to the MSU Careers website by February 20. 

FSA Deadline Reminder for 2023 Funds 

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Do you still have funds left over from your 2023 flexible spending account (FSA)? If you signed up for a health care FSA, dependent care FSA or both in 2023 and still have funds remaining in your account, you have a grace period in 2024 to use these funds. 

The grace period gives you time to purchase new products or services before you forfeit unused 2023 funds. Don’t lose your money! Take note of the following important deadlines: 

  • March 15, 2024: this is the last day you can incur qualified expenses on your 2023 FSA plan. 
  • April 30, 2024: this is the last day you can submit your claims to HealthEquity/WageWorks, MSU’s FSA plan administrator. You can do this via your HealthEquity/WageWorks account or the WageWorks EZ receipts app. 

The IRS requires you to forfeit any unused 2023 funds after the deadline, so be sure to spend your money and submit claims. 

If you have a Dependent Care FSA, you can use pre-tax dollars to pay for eligible dependent care services, such as child or elder daycare, preschool, and before/after school programs. Find a complete list of eligible dependent care expenses here. 

If you have a Health Care FSA, you can purchase a variety of products and services with pre-tax dollars. Find a complete list of eligible health care expenses here. If you need ideas for what to use your health care FSA funds on, check out the FSA store.  

How Do I Sign Up for an FSA? 

Benefits-eligible employees are eligible to enroll in an FSA during Open Enrollment in October each year or if they experience a qualifying life event. FSAs are a great way to save money on out-of-pocket medical and/or dependent care expenses. Be sure to learn more and take note of which FSA you’re interested in before the next Open Enrollment period. 

Questions? Please contact HealthEquity/WageWorks directly at 877-924-3967 or visit the HealthEquity/WageWorks website to learn more about how to use your leftover 2023 funds before the deadline. You can learn more about FSAs on the HR website. 

Spartans of Impact: Keeping Campus Safe This Winter

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This article was written by Sean Keast, Communications Coordinator for the Offices of the EVPA & Senior VP, CFO and Treasurer.

With over 50,000 students, and over 10,000 staff and faculty, MSU is comparable to a small city. Since its footprint is so large, MSU is home to a large variety of experts required not only for important research and academia but for daily operations as well. Recently, this expertise was displayed during adverse weather conditions, such as snow, ice, and freezing temperatures that MSU is all too familiar with. The winter weather can pose commuting hazards and delays, especially when driving on a blustery day. It’s no small feat to clear the over 200 miles of roads and sidewalks around the campus, MSU Infrastructure Planning and Facilities Landscape Services department runs snow crews night and day to combat the elements.

“Our snow removal crew is exceptional, and they get the job done.” said Dan Bollman, Senior Vice President for Strategic Infrastructure Planning and Facilities, “On any given snow day, we deploy sixty-plus people across all of campus to ensure that students, faculty and staff can safely get to where they need to go.”

Christina Brogdon, Vice President and Chief Human Resources Officer, said “The impact and significance of the Landscape Services team cannot be overstated. Dedicated and talented employees like them, are truly what makes MSU a special place to work – where every person, role, and contribution matters.”  

Outside of their regular campus maintenance duties throughout the year, snow and ice removal is handled primarily by the Landscape Services team. MSU’s “Snow Season” is between Nov. 1 and April 1, and during that period the staff at Landscape Services are on call in the event of snowfall. Year by year the demands change greatly, and rapid changes in weather conditions can cause shifts to be handed out with an hour’s notice or scheduled in eight-to-sixteen-hour blocks starting any time, day or night. During the winter months, Landscape Services staff start at five in the morning.

“We start that early so that we can beat the commute – people going to work, classes, etc. The crews take a lot of pride in it,” said Matthew Bailey, Service Manager for Landscape Services. “As a manager, taking care of the crews is just as important as the snow itself, and we work to keep the crews fed and comfortable during their odd hours. Whenever we have to call the crews in overnight, we give Brody Hall a call and let them know that we will have 60 or so people coming in for breakfast.” He laughed, “We’ve even run around with burgers or doughnuts before, making sure everyone gets fed.”

The commitment and pride demonstrated by the Landscape Services staff, under the leadership of individuals like Matthew Bailey, exemplifies a collective endeavor to navigate the unpredictable challenges the elements pose. Their dedication not only underscores the significance of teamwork but also mirrors the exceptional community spirit that defines Michigan State University.

Job of the Week: Core Procurement Buyer

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This week’s featured job is a Core Procurement Buyer for University Procurement and Logistics (job posting 928832). University Procurement and Logistics competitively solicits, negotiates commercial contracts, and issues orders for goods and services in support of MSU’s mission.

In this position, you will be responsible for purchasing a variety of complex commodities, specifically for MSU Extension, research, and farm management, requiring extensive knowledge and expertise. Negotiating and executing complex, large-dollar purchases is required. You will collaborate with university stakeholders and subject matter experts to obtain the best value on complex commodities in support of MSU. You will participate in a team of procurement professionals to evaluate purchase requisitions for appropriateness, content, compliance, and clarity. 

The Core Procurement Buyer will also manage the procurement process by writing, issuing, and soliciting requests for information, proposals, and/or quotations (RFIs, RFPs, and/or RFQs). You will assemble stakeholder specifications for complex, unique, and large-scale purchases, determine suppliers to be solicited, evaluate proposals, and prepare bid analyses. You will also source suppliers by selecting the proper procurement methodology and demonstrate strong negotiation skills while partnering with MSU legal and risk management offices. 

You should have knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in Business Administration with relevant coursework in marketing, business law, finance, public relations or computer science, along with five to eight years of related work experience. An advanced degree in supply chain, STEM, or law field and demonstrated knowledge in supply chain compliance is desired. 

To learn more, visit the University Procurement and Logistics website. To apply for the position, please submit a resume and cover letter to the MSU Careers website by February 13, 2024. 

February Events Round-Up

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Are you looking for activities for you and your family in the upcoming month? There are events (in-person and virtual) on campus and in the Greater Lansing community. Many events require registration, so be sure to click the links to learn more.

Campus Events

Throughout February – Black History Month Events: Per national tradition, every year Michigan State University celebrates Black History Month throughout February. This month is dedicated to highlighting the history of Black, African American, and African people throughout the United States. Colleges, units, and student organizations across campus will be hosting events throughout the month. 

Starts February 1 – William G. Anderson Lecture Series Slavery to Freedom (free, please register): An American Odyssey: MSU College of Osteopathic Medicine presents the 24th Annual Dr. William G. Anderson Lecture Series. The series gives the community opportunities to interact with multicultural leaders from education, business, industry, entertainment, and government. For 24 years, this series has featured living icons of the American Civil Rights Movement.

February 2- Winter Opening Party at the Broad Art Museum (free): Experience the many offerings of your campus art museum. You’re invited to explore our newest exhibitions while enjoying food, music, special guests, art-making activities, and more. All ages are welcome to this museum-wide party!

February 7- 2nd Annual Black History Symposium (free): Please join James Madison College as they welcome Michigan Supreme Court Justice Kyra H. Bolden, the first Black woman to serve as a Michigan Supreme Court Justice. Registration required.

February 6-11- “Funny Girl” at the Wharton Center: The Wharton Center will be hosting “Funny Girl” in the Cobb Great Hall. Ticket prices are available on the Wharton Center website.

February 10 – Lunar New Year Celebration Concert: The Lunar New Year is a celebration of the arrival of spring and the beginning of a new year on the lunisolar calendar. It is the most important holiday in China and is widely celebrated in South Korea, Vietnam, and countries with a significant overseas Chinese population. This concert event features guest composer Shuying Li and the world premiere of her Rhapsody of the Awakening Dragon. Tickets can be purchased here.

February 13 –  Remembrance: Acknowledging that each person continues to process at their own pace and in their own way, student, faculty, and staff committees are planning opportunities to allow our community to again come together to remember those we lost, those injured and all impacted by the tragedy. As Interim President Woodruff wrote to the campus community, these Feb. 13 activities include an evening remembrance gathering and a day of kindness and service to the local community. Reflective spaces and counseling support will be available and there are ongoing resources available to the campus community.

February 21- From Detroit to the Cosmos: Carl Craig on Techno and Afrofuturism conversation (free): Presented in partnership with WKAR Public Media and moderated by MSU Museum curator Dr. Julian Chambliss, this unique program will explore Craig’s creative process and Detroit Techno’s fundamental role in shaping contemporary Afrofuturism. Registration for this free event is required. 

Learning Opportunities

February 1– Virtual Reality Open Hours (free): Whether you’re a first-timer or a VR professional, MSU Libraries VR Open Hours are for you! Take their HTC Vive, Oculus Rift, and other headsets for a spin, connect with others, and learn about virtual reality. 

February 1 (start date)- Building a Framework for Resilient Leadership Seminar: Explore with other campus leaders some essential resilience skills required for effective leadership for the common good, including emotional intelligence, emotional resilience, psychological flexibility, mindfulness, effective stress mitigation practices, and practices of compassionate accountability for self and others. Registration for this online four-part seminar (9 a.m.-Noon) is required.

February 8- Taming the Email Beast: If you would like to get control of your e-mail “beast,” you should attend this program featuring specific tips for Outlook and Gmail users, but applicable to ANY e-mail user. Registration for this online course is required. 

Health and Wellness

February 1 & 15- Deepening Your Essential Skills (free): This webinar is an opportunity for people who have completed any course offered by Spartan Resilience Education to continue their learning, ask questions, raise topics, and build community with other learners from across the MSU community. Registration for this free class is recommended. 

February Mondays and Wednesdays– Blue Cross Winter Warm-Up (free): Have fun getting fit and working toward your health goals with the Blue Cross® Winter Warm-Up. This 5K training program is free and open to walkers and runners of all ages and abilities. The eight-week training program involves attending two weekly one-hour run/walk sessions with certified Good Form Running and Walking coaches from the Playmakers Fitness Foundation. Registration for this free event is recommended. 

February 15- Active Office Workshop (free): If you work in an office setting, it can be hard to get enough movement during the day. Learn about the importance of physical activity and how you can combat the aches and pains of a desk job with this free interactive session.

Family-Friendly Activities

February 3- Family Day: VOICE: First Saturday means Family Day at the MSU Broad Art Museum! Make creative connections with our exhibitions through free hands-on and interactive family fun throughout the museum. Get loud and speak up! Join us as we make sculptures that amplify our voices. 

February 4- 2024 Lansing Polar Plunge: Brave the cold at the 2024 Lansing Polar Plunge and raise funds to support Special Olympics Michigan athletes and programs. All plungers must fundraise at least $100 to receive this year’s official plunge sweatshirt. Register and learn more here. 

February 15- Black History Month Teen Movie Night: “Soul”: Celebrate Black History Month at the library! The theme for Black History Month 2024 is “African Americans and the Arts.” To celebrate, the East Lansing Public Library will be offering movie showings to teens throughout February that explore this theme, including “Soul.”

Answers to Your Questions About Vacation/Personal Paid Time Off (PTO)

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Do you have a plan for using your vacation/personal paid time off (PTO) this year? According to this  Forbes article, “American workers are notorious for being workaholics. Since March of 2020, an overwhelming majority of U.S. employees have shortened, postponed, or canceled their vacation time.” While most of us are aware that time away from work is crucial to maintaining mental health and supporting our relationships, we sometimes have a hard time truly disconnecting. 

While it may seem harmless to check in a couple of times while you’re away, to really benefit from a vacation you need to disconnect entirely. Review these tips for setting boundaries so you can get adequate rest and reset. Having a plan for setting boundaries with your team before, during, and after your vacation will help reduce pre- and post-vacation stress. 

We encourage everyone to work with their supervisor to schedule a well-deserved break. And don’t forget, employee discounts for travel are available through MSU Benefits Plus and the HR website. 

Your Top PTO Questions 

The following are the most common questions HR receives regarding PTO and answers vary based on the employee’s personal details. These answers are only applicable to regular, benefit-eligible employees working half-time or more. Please make sure to reference the appropriate policy page for further details: support staff, faculty and academic staff, librarians, and MSU extension. 

  1. How do I find out how much PTO I currently have? 
  • Log into the EBS Portal and select My Time & Payroll from the top navigation, then select the Time Quota Balances tile. For support using the application, please review the Time Quota Balances help page. 
     
  1. How do I find out how much PTO I have used? 
  • Log into the EBS Portal and select My Time & Payroll from the top navigation, then select the Time Quota Usage Monthly Report tile. For support using the application, please review the Time Quota Usage Monthly help page. 
     
  1. How do I enter my PTO in EBS for supervisor approval? 
  • Login to the EBS Portal and select My Time & Payroll from the top navigation, then select the Time Entries & Statement tile. Enter the number of hours in the cell for the correct date in the row with the appropriate absence type. For support using the application, please review the Time Entries and Statement help page. 
     
  1. What is the difference between personal leave, personal observance days, and vacation PTO? 
  • Eligible support staff are granted both personal leave and vacation PTO. Eligible faculty and academic staff are granted vacation PTO.  
     
    For support staff, up to 24 hours of personal leave PTO is granted each fiscal year (July 1 – June 30). The amount granted is proportional to the employment percentage. You may not carry these hours over to the next year, so make sure you use this PTO before the fiscal year ends. Please review the support staff personal leave policy page for more details. Please note: POAM employees should review the POAM union contract for their unique personal leave policy. 
     
    Vacation PTO is granted to eligible employees and varies based on employee type, union affiliation, employment percentage, length of employment, and new hire status. Please review the appropriate policy for further details: support staff, faculty and academic staff, librarians, and MSU extension. 

Personal Observance Days are two additional days (16 hours, prorated based on the start date and percent time) of personal time that eligible faculty, support, and academic staff employees will be able to use each calendar year. As of January 2024, employees will be able to use the two additional days of personal time between January 1 and December 31. Please refer to the Personal Observance FAQ page for further details. 
 

  1. I’m a new employee. Do I have access to my vacation PTO immediately? 
  • This depends on your employee type. Eligible faculty, academic, and support staff have access to vacation PTO after 6 months of service. Eligible librarians and MSU Extension employees have access immediately upon employment. Please review the appropriate policy for further details: support staff, faculty and academic staff, librarians, and MSU extension. 
     
  1. If I leave the university – such as through retirement or termination – what happens to my unused PTO? 
  • Employees will receive payment for unused vacation PTO when they leave the university. Support staff will not receive payment for unused personal leave PTO. 
     
  1. How much vacation time can I use at once? 
  • It is up to each department to determine what is an appropriate amount of vacation time to be taken at once. Departments should make sure to consistently approve vacation requests fairly.  
     
  1. For Time Entry Roles Only: What are the absence and attendance codes? 
  1. Support Staff Only: How do I accrue vacation days? 
  • Eligible support staff accrue vacation days monthly. The amount accrued depends on union affiliation, employment percentage, and length of employment. Please review the support staff vacation time policy page for more details. 
     
  1. Support Staff Only: Is there a maximum amount of vacation PTO I can accrue? 
  • Yes. The maximum amount eligible support staff can accrue depends on union affiliation, employment percentage, and length of employment. Please review the support staff vacation time policy page for more details. 
     
    Support staff cannot earn vacation time beyond the accrual limit. You are encouraged to use your PTO so you don’t lose out on valuable vacation time. 

More information about PTO for eligible employees can be found on the HR website (support staff and faculty/academic staff). We encourage you to review the appropriate policy pages thoroughly to help answer any questions you may have. If you need further assistance, please contact the HR Solutions Center at SolutionsCenter@hr.msu.edu or 517-353-4434. 

Job of the Week: Executive Assistant at the Wharton Center for Performing Arts

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This week’s featured job is an Executive Assistant position at the Wharton Center for Performing Arts (job posting 925710). The Wharton Center offers the best in Broadway, performing arts, theatre, and live events in Michigan.

In this position, you will assist the Executive Director and senior management within the Wharton Center. A combination of organizational skills, discretion, and effective communication to ensure the smooth functioning of the executive’s office is required. This includes maintaining the Executive Director’s calendar/schedule, organizing and preparing for meetings (including gathering documents and logistics of meetings), and attending meetings and recording notes as needed. You will also support the Wharton Center Advisory Council and DEI Committee.

You will manage communication on behalf of the Executive Director and perform office management tasks, including maintaining records and ordering supplies. You will serve as organization contact for university travel and assist with travel reimbursements. The work location for this position is in East Lansing in the Wharton Center offices with the opportunity for a 20% remote schedule, based on scheduled events. 

You should have knowledge normally acquired through a high school education, however, a bachelor’s degree is desired. Five to eight years of related and progressively more responsible or expansive university work experience in maintaining account ledgers, word processing, spreadsheet, database, and presentation software is required. This position requires excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. 

To learn more, visit the Wharton Center website. To apply for the position, please submit a resume and cover letter to the MSU Careers website by February 6, 2024.

Job of the Week: HR Assistant Director of Benefits

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This week’s featured job is for a Human Resources Assistant Director to join our Benefits Team in MSU Human Resources (job posting 923638). Here in MSU Human Resources (HR), we work to provide strategic human resources expertise, counsel, support, and services for the MSU community. 

In this position, you will work under the direction of the Director of Benefits to administer multiple benefit programs from the point of vendor selection to implementation and address any service issues that may arise. You will also work with the Director to sustain, promote, and grow benefit programs in support of the strategic plan including data analysis, compliance-related analysis, and identifying the impact on systems.

You will manage multiple programs for HR Benefits. This will involve negotiating with vendors over service and benefits costs and assisting the Director of Benefits in the overall administration of the benefits function, including acting as a proxy for the Director as needed during absences. You will have a broad impact on HR and the university by investigating new benefits programs, improving existing programs, supervising benefits administration, and providing analytical and technical support in the delivery of the benefits programs to the MSU community.

You should have knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in Human Resources or a related field. Three to five years of related and progressively more responsible work experience in employee benefits administration is required. Desired qualifications include experience with ERISA and COBRA plans, Medicare and Medicaid coordination, ACA reporting, supervision of a team of managers, and PHR, SPHR, SHRM-CP, SHRM- SCP, and CEBS certification.
To learn more, visit the MSU Human Resources website. To apply for the position, please submit your resume and cover letter to the MSU Careers website by February 6.

a group of people working together at a table.

New Year, New Professional Development Courses

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The Organization and Professional Development (OPD) department in MSU Human Resources has spots open in the following courses to support your learning and development in January, February and March:

EBS Financial Systems: Roles and Onboarding | January 25 | Virtual

Are you new to MSU and/or to a financial role? This session intends to answer the question: Where do I start? You have a vast toolbox available to you.

Taming the Email Beast | February 8 | Virtual

Professionals spend much of their work (and personal) time buried under a stream of email, spinning wheels and feeling highly unsatisfied. If you would like to get control of your email “beast,” attend this program featuring specific tips for Outlook and Gmail users, but applicable to ANY email user.

KFS Transactional Edocs: Types and Purposes | February 15 | Virtual

This class will provide detailed information about processing various types of Edocs in KFS, including those listed below, and information about action item buttons, document status, workflow routing and search functionality.

Crucial Conversations for Mastering Dialogue | Starts March 13| In-Person

High-performing individuals and organizations know how to hold crucial conversations — where emotions are strong, opinions vary, and the stakes are high. In this two-day course, learn powerful skills to help you speak up quickly, directly and effectively when it matters most, including moments of disagreement, risk or change.     

Cultural Competency | March 18 | In-Person

One of MSU’s guiding principles is to lead inclusively, actively, and intentionally to promote full participation and a sense of safety and belonging for all employees and staff. Join us in building cultural awareness and inclusiveness skills that strengthen cultural competence.

All the current Organization and Professional Development courses are on the HR website. Class enrollment is completed within the EBS Portal. Employees may use available educational assistance funds towards course fees (if any).

Your Benefits: New Year Checklist

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For benefit-eligible employees, the start of a new year is a great time to review all the MSU benefit options available to make sure you’re fully utilizing them throughout the year. The following list of tips and resources to consider will help you get the most out of your employee benefits: 

  1. Schedule Wellness Check-ups: if you’re enrolled in an MSU health, dental, and/or vision plan, you’ve just entered a new plan year. Even though an annual check-up is usually recommended by doctors, many people miss out each year because they forget to schedule an appointment. Set your family up for success by scheduling any annual or wellness check-ups now. 
  1. Prepare for Illness: Teladoc is an online medical care service that gives you 24/7 access to a health care professional via web, phone, or mobile app in minutes. A doctor can even write you a prescription if necessary. Enroll in Teladoc now so you’re prepared when illness strikes. Available to employees and their dependents that are enrolled in an MSU health plan. 
  1. Review Retirement Contributions: the IRS sets new retirement contribution limits each year. Make sure you’re saving as much as you can by reviewing the 2024 IRS retirement contribution limits and adjusting contributions if needed. 
  1. Note Flexible Spending Account (FSA) Deadlines: if you’re enrolled in an FSA for the 2023 and/or 2024 plan year, please note important deadlines and resources for utilizing your FSA funds. 
  1. Use Educational Assistance Funds: support staff and academic specialist employees have access to educational assistance funds to use towards professional development opportunities. These funds reset each fall, so make sure you don’t miss out. If you’re looking for learning opportunities, we recommend checking out courses offered by HR’s Organization and Professional Development department. 
  1. Note Mental Health Resources: the MSU community offers a variety of mental health resources to employees and their dependents. 
  1. Save Caregiver Resources: the MSU WorkLife Office has an extensive list of resources for caregivers. Bookmark this page so you’re prepared when you need it. 
  1. Schedule Vacation/Personal PTO: taking time to rest and reset is important to maintain mental health. Make sure you’re using all your PTO by planning out and scheduling your time off in advance. 
  1. Employee Discounts: Visit the MSU Benefits Plus website for deals and discounts on everything from travel and experiences to electronics and toys. Additional discounts can be found on the MSU Human Resources website. 
  1. Voluntary Benefit Options: you may enroll in, change, or cancel auto, home, and pet insurance benefits at any time through the MSU Benefits Plus website. Legal, critical illness and vision insurance only allow benefit changes during Open Enrollment in October. 
  1. Register for a Free Diabetes Management Program: if you or a dependent are living with diabetes, Livongo by Teladoc Health can help by providing free necessary medical supplies and optional coaching. Employees or dependents enrolled in Medicare are not eligible. 
  1. Get a Second Medical Opinion: if you are facing a serious medical diagnosis, Teladoc Medical Experts can review your case and offer a second medical opinion from leading health care specialists. Coaching and online educational tools are also available. Employees with mandated insurance under the ACA are not eligible. 

We hope this list will help keep you on track as you plan out how you and your family will use your employee benefits this year. You can learn more about all these benefit options on the HR website.