Job Title: Administrative Assistant
Classification: C5
Department: Admissions
Updated: April 2019

Job Summary

Acts as a general assistant to the Associate Vice President & Director of Admissions, performing office functions which substantially contribute to the unit’s or division’s objectives.

Essential Functions:

• Assist Associate Vice President & Director, Associate Directors, and Assistant Directors in carrying out the office operation responsibilities.
• Responsible for specific projects/programs whether self-initiated or initiated by the Director which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
• Performs administrative work of a confidential nature for the Associate VP & Director.
• Compiles and logically formats statistical data and reports.
• Maintain, process and manipulate data on a personal computer using word processing, database and spreadsheet software.
• Manages various events including special events and functions.
• Develops, prepares, and/or composes responses to correspondence requiring research, judgment and discretion; routinely writes, edits, and submits materials for internal/external communication.
• Maintains and analyzes set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
• Conducts on a recurring basis self-initiated or unit head projects and prepare reports.
• Acts with high degree of independence as liaison with inside and outside contacts and in preparing meeting materials, minutes, programs, updates, recruiting and other support functions related to work areas.
• Responsible for scheduling appointments which may include the Associate VP & Director’s calendar.
• Attends EDPAC subcommittee meetings and produces meeting minutes for distribution.
• In the absence of the Executive Administrative Assistant, attends and prepares meeting minutes during EDPAC meetings for the Vice President of Enrollment Development.
• Coordinate employment search processes and facilitates new employee on-boarding process.
• Responsible for all arrangements for programs conducted both on and off campus in support of recruitment.
• Maintain process and manipulate data on a personal computer using word processing, database and spreadsheet software.
• Coordinate with Associate Registrar, mailing houses, and admissions mailroom in the processing of recruitment mailings.
• Responsible for the coordination of regular reports to the Associate VP & Director with regards to recruiting activities to evaluate existing events, procedures and work methods.
• Coordinate with Dean’s offices, faculty, staff and other administrative offices in support of recruitment events.
• Works closely with University Marketing and various academic departments on the revision and creation of academic/informational brochures used for recruitment purposes.
• Initiates and is responsible for the revision and creation of various admissions letters.
• Prepare standard and requested reports requiring tabulation, compilation, manipulation of data and narrative explanation.
• Maintains and reconciles purchasing cards and statements.
• Manages brochure, print material, and bag inventory. Ensures that materials are prepared for admissions   guests as well as various events both on and off campus. Works closely with Admissions Mailroom, GVSU Copy Center, Laker Store, and University Marketing as needed to replenish print pieces.
• Maintain general office files including historical data.
• Originate correspondence, reports, and other materials.
• Monitor daily work flow of Admissions Office and the Laker Experience Suite, in addition to assisting admissions office staff when necessary with individual projects.
• Supervise student employees.
• Other related duties as assigned.

Non-Essential Functions:

• Serve as Admissions Office and Laker Experience Suite resource person providing information to prospective students, short of academic advising of a complex nature, as well as to outside agencies, visitors, etc.

Required Qualifications:

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• 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 role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Bachelor’s degree.
• Higher education experience.
• Supervisory experience.

Supervision Received:

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised:

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

Physical Demands:

To perform this job successfully, an individual must be able to perform each essential function 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.

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