Title: Van Andel Global Trade Institute Assistant
Department: Van Andel Global Trade Center
Provide administrative and clerical support to the Executive Director and staff of the Van Andel Global Trade Institute, performing office functions which substantially contribute to the unit¿s objectives.
Primary Duties & Global Responsibilities: (Must be able to perform these duties; usually consist of more than 5% of your job.)
- Provides administrative support to the Executive Director, VAGTI, including scheduling and managing of calendars and correspondence, coordination and implementation of projects; maintenance of personnel and attendance records.
- Establishes and maintains all office systems, policies, procedures for the VAGTI, in consultation with the Executive Director.
- Performs administrative work of a confidential nature for the Executive Director and the staff of the Institute.
- Creates and maintains database systems, filing systems, personnel records, Institute seminar and workshop schedules.
- Coordinates all employment search processes and records.
- Edits and proofreads all correspondence, reports, and materials for publication.
- Initiates and schedules all domestic and international travel for the
- Executive Director and staff.
- Maintains all budgets for the Institute (Bookkeeping, reconciling, monitoring, making and tracking expenditures, preparing budget statements, developing status reports, making recommendations for projected budgets.)
- Prepares contracts and other correspondence.
- Provides administrative support to the Executive Director for planning, coordination, public relations, scheduling, and implementation of all programs sponsored by the Institute.
- Develops and coordinates special events and functions for the Institute.
- Supervises other COT staff, graduate interns and student workers, including establishment and oversight of schedules, training, assigning and monitoring tasks and projects; hires student workers.
- Serve as the Computer/Technology liaison for the Institute and coordinate all planning and problem-solving for the office with staff in Academic Computing.
- Coordinates meetings and records for Institute¿s Advisory Committee.
- Maintains, processes and manipulates data on a personal computer using word processing, database, and spreadsheet software.
- Utilizes the internet to gather appropriate information and data necessary for the Institute¿s programs, brochures, and publications.
- Provides liaison with academic and administrative units on campus to facilitate the Institute¿s programs, grants administration, program development and monitoring.
- Carries out a variety of tasks and responsibilities independently.
- Organizes, prioritizes Institute workloads and attends to details for programs.
Secondary Duties & Responsibilities: (Must be able to perform these duties; usually consist of less than 5% of your job.)
- May perform duties characteristic of lower level clerical office classification on a limited basis.
Minimum Required Qualifications:
- High school graduate.
- Minimum of four years related experience. Related college course work may 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 operate office equipment.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully use various computer software applications.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience in a supervisory capacity.
- Type 55 wpm accurately; spelling competency (minimum 80% accuracy)
- Demonstrated successful experience in meeting the needs and requests of diverse university offices, constituency groups and individuals.
- Ability to interact in a confidential manner with internal and external constituents.
- Ability to handle complex financial arrangements with individuals both internal and external to the University.
Desired Qualifications: (Preferred in addition to required qualifications.)
- Bachelor's degree.
- Higher education work experience.
Supervision Received: (Who provides supervision?)
Supervised by a designated supervisor, but is expected to work independently and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised: Who do you supervise?)
Hire, train, supervise, schedule and coordinate the work of student employees and acts as lead worker to other COT staff members within department/unit/division. May participate in personnel decisions such as hiring, terminating, disciplining and evaluating of COT¿s, but is not the decision-maker.
Revised Date: May 1999
For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.