Human Resources

Title: Graduate Studies and Grants Administration Assistant
Classification: C4
Department: Graduate Studies & Grants Administration

Job Summary:
This individual will act as a general assistant to the Dean of Graduate studies and Grant Administration, performing many non-routine office functions which substantially contribute to the Office's objectives.

Primary Duties & Global Responsibilities:

  • Assist Dean in carrying out the Office operation responsibilities.
  • Responsible for specific projects and programs conducted by the Office.
  • Some may self-initiated. Most will be initiated by the Dean. These projects may involve planning coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of the project or program.
  • Performs administrative work of a confidential nature for the Dean.
  • Complies and logically formats statistical data and reports.
  • Coordinates events sponsored by the Office, including special events and functions.
  • Edits correspondence, reports and materials for publication.
  • Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment and discretion; routinely writes, edits and submits materials for internal/external communications.
  • Maintains and monitors/analyzes complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts and making recommendations as to projected budgets.
  • Develops and maintains record keeping systems for a new office and ensures that university procedures and record keeping requirements are maintained.
  • Conducts, on a recurring basis, self-initiated or Dean-initiated projects and prepared reports.
  • Acts with a high degree of independence as liaison with inside and outside contacts in preparing meeting materials, minutes, programs, updates and other support functions related to Office.
  • Assists faculty, staff and students with administrative problems or concerns.
  • Provides information to students and prospective students of a complex nature, related to graduate education at GVSU, as well as to outside agencies and visitors.
  • Acts as a liaison for the Office in situations, as designated by the Dean.
  • Originates correspondence, reports and other materials, as appropriate.
  • Responsible for scheduling appointments which include the Dean's calendar, specific events and Office events.
  • Complies data and materials for presentations and proposals.
  • Assists with the marketing of Office events and programs.
  • Supervises other employees, as applicable.
  • Other related duties as assigned.

Secondary Duties and Responsibilities:

  • Performs duties characteristic of lower level clerical classifications, due to the fact that this will initially be a one-person office, to include answering the phone, handling files and performing reception functions for this Office.
  • Process all forms, such as IDC, requisitions and travel vouchers

Minimum Required Qualifications:

  • High school graduate.
  • Minimum of four years of experience in a position which required demonstration of administrative and organizational skills. Related college course work my be considered in lieu of some of the experience requirement.
  • Demonstrated experience to successfully work under pressure and meet deadlines.
  • Demonstrated experience to successfully maintain positive interpersonal relationships.
  • Demonstrated experience to successfully perform clerical and secretarial duties such as typing, word processing, spelling accuracy and operating office equipment and computer software related to word processing, databases, spreadsheets and graphics.
  • Demonstrated experience to successfully provide quality customer service.
  • Demonstrated experience to successfully maintain satisfactory work performance and attendance record.
  • Possess strong verbal and written communication skills.
  • Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
  • Demonstrated experience to successfully coordinate large projects.
  • Demonstrated experience to successfully handle multiple demands efficiently.
  • Demonstrated experience in a supervisory capacity.
  • Demonstrated experience to successfully organize and prioritize workload.
  • Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.

Desired Qualifications:

  • Bachelors degree or higher
  • Experience with graduate education
  • Experience with sponsored programs(grants/contracts)
    experience with web-based development and functions

Supervision Received:
Receives minimal supervision from Dean, as much of the work is self-initiated. Person must be able to fucntion with considerable independence within given general assignments of responsibility. Must be responsive to supervisor's directions, when given.

Supervision Exercised:
Hire, train, supervise, schedule and coordinate the work for student employees and act as lead worker to other COT staff members within the Office, if any. In the event of other COT workers in the office, will participate in personnel decisions such as hiring, terminating, disciplining, and evaluating but is not the decision maker.

Revised Date: June 2000 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.