Human Resources

Title: Van Andel Global Trade Institute Assistant
Classification: C4
Department: Van Andel Global Trade Center

Job Summary:
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.