Human Resources

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 units objectives.

Primary Duties & Global Responsibilities:

Budget:

•          Manage, maintain and analyze complex budget documentation for four 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.

•          Create and maintain databases to track department and grants budgets.

•          Manage departmental P-card purchases.

Grants:

•          Manage and maintain budgets, documentation and databases for six Pew FTLC Grants

•          Field questions, concerns and advise procedural criteria for grants to university community throughout the calendar year.

1.        Competitive Grants:  Monitors on-line submissions of grant proposals, logging into database, preliminary determination of eligibility criteria. Distribution to Grants Sub-committee for review.  In coordination with Associate Director, prepares acceptance/denial letters to applicants.  Develops and coordinates disbursement procedures for grants, administering them in accordance with 0current GVSU standards among divisions, departments, payroll, student employment, HRO and accounting/purchasing offices for reimbursements, faculty stipends and student workers as needed for grant. Tracks report submission.

2.        Travel Grants: In coordination with Associate Director, manages applications in the online system.  Develops and coordinates disbursement procedures, administering them in accordance with current GVSU standards among divisions, departments and accounting/purchasing offices to reimburse appropriate party for travel expenses. Tracks report submissions and closure of grants when all criteria are met.

Awards:

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

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

2.        Monitor online submissions of selected nominees from college offices.

3.        Log, and distribute submissions to Award Sub-committee members.

4.        Track awardees, and previous winners.

5.        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, Associate Director, and two half-time Faculty Fellows. 

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

•          In coordination with COT, plan and prepare events, workshops and meetings.

1.        Semester Workshops

2.        Meetings

3.        Spring/Summer Retreats

4.        Fall Teaching Conference

•          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 FLTC-AC and campus community.

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

•          Supervise student workers and COT.

•          Process IDCs, requisitions, purchase orders and Travel & Expense vouchers for Pew FTLC.

•          Track Dining Card.

•          Manage filing system for pending and archival records.

•          Maintain dynamic website: listings of FTLC events, announcements, resources, and activity reporting.

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 Mac OS and Filemaker Pro 11.

•          Demonstrated ability to work in a complex organization and interpret, analyze and apply policy and regulations and make recommendation 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.

Supervision Received:

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

Supervision Exercised:

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other COT staff members within the department/unit/division.  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.

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

Revised Date: April 2011 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.