Human Resources

Title: FTLC Assistant
Classification: C4
Department: College of Interdisciplinary Studies

Job Summary:

Provide administrative and clerical support to the Director and staff of the Faculty Teaching Learning Center, performing office functions which substantially contribute to the unit’s objectives.

Primary Duties & Global Responsibilities:

Budget:

          Manage, maintain and analyze complex budget documentation for several accounts, as assigned to the Pew FTLC.

          In coordination with Pew FTLC Director determine fiscal year budgets and monitor them throughout the year to assure adequate funding for grants, events, and activities.

          In coordination with Pew FTLC Director keep records of borrowed faculty, submit appropriate budget forms and monitor documentation.

          Manage departmental P-card purchases, process transfers, IDC’s, PO’s, requisitions, Travel and Expense vouchers, and stipends.

 

Grants:

          Manage and maintain budgets, documentation, and databases for nine Pew FTLC Grants.

          Coordinate with Associate Director to field questions, concerns, and advise procedural criteria for grants to university community throughout the calendar year as well as monitor on-line submissions of grant proposals, preliminary determination of eligibility criteria, and prepare acceptance/denial letters.

          Develop and coordinate disbursement procedures for grants, administering them in accordance with current GVSU standards among divisions, departments, payroll, student employment, HRO and accounting/purchasing offices for reimbursements, faculty stipends, and student workers as needed for grant.

          Track report submissions and closure of grants when all criteria are met.

          Coordinate with Web Developer to make improvements to and increase efficiencies of the Grants website for submissions and record-keeping.

 

Database Management:

          Use intermediate knowledge to manage and maintain several Microsoft Access databases.

          Manipulate data in Access and Excel for grants, expenses, scholarships, awards, mailing lists, and more using different queries and data functions.

          Simplify data input with forms, field properties, and custom formats.

          Use database and excel data to answer faculty inquiries and to create various reports.

          Create new databases as needed.

 

Awards:

          Manage and maintain documentation, and monitor selection procedures for six Pew FTLC teaching awards.

          Field questions, concerns, and advise procedural criteria for University community on nomination procedures.

         Monitor and distribute submissions of selected nominees from college offices, tracking awardees.

         Prepare certificates, commemorative gifts, and program information coordination with IT and Provost Office. 

General Administrative:

          Perform administrative work of a confidential nature for the Director, Director of Part-time Faculty Support, Associate Director, and Faculty Fellows. 

          Act with a high degree of independence as liaison for the Pew FTLC as designated by the Director.

          Perform administrative duties for the FTLC Advisory Committee: distribute agendas, minutes and information to committee members and track committee members and elected terms.

          Participate in the planning and preparation of FTLC events, workshops, and meetings.

          Apply intermediate knowledge of software systems including word processing, database, web-program and desktop publishing programs to create, compile, prepare and edit correspondence, publicity, reports and materials for publications, and distribution to FTLC-AC and campus community.

          Assist COT in managing filing system for pending and archival records.

          Assist COT in maintaining dynamic website listings of FTLC events, grants and awards.

 

Minimum Required Qualifications:

          High School graduate.

          Minimum of four years of related experience and/or relevant training.

          Demonstrated experience to successfully work under pressure and meet deadlines.

          Demonstrated experience to interact and communicate in various ways with a wide range of constituents with diplomacy, tact yet informative manner, and a high quality service attitude.

          Demonstrated experience to successfully operate office equipment.

          Demonstrated experience to successfully maintain satisfactory work performance and attendance records.

          Demonstrated experience in exercising discretion and judgment in maintaining the security of confidential and sensitive information and materials.

          Possess strong verbal and written communication skills.

          Type 50 wpm accurately; spelling competency.

          Excellent grammar and proofreading skills.

          Demonstrated experience to successfully use a variety of computer software applications, including Microsoft Office suite, Onbase, Blackboard, and Banner.

          Demonstrated ability to work in a complex organization and interpret, analyze and apply policy and regulations and make recommendations for policy and regulation modifications for more effective and efficient functions and systems.

          Possess aptitude for numbers and ability to compile and compute statistical data and maintain record keeping system.

 

Desired Qualifications:  (Preferred in addition to required qualifications.)

          Some college course work.

          Higher education experience.

          Supervisory experience.

          Demonstrated experience using Microsoft Access for databases and CMS for website.

 

Supervision Received:

Receives general instruction from a designated supervisor, but is generally expected to work independently.

Supervision Exercised:
May participate in personnel decisions, such as hiring, terminating, disciplining and evaluating of COTs, but is not the decision maker.

Physical Demands:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Must have the physical stamina to work long hours and/or more than 5 days per week.  The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

 

 

Revised Date: November 2013 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.