Job Title: Administrative Assistant
Classification: C5
Department: Facilities Services
Updated: March 2019

Job Summary

Provide support for the Associate VP of Facilities Services and support projects and programs within Facilities Services.

Essential Functions:

• Provide clerical support for Associate VP & AP Staff for Facilities. This includes calendar maintenance, meeting set up and preparation, travel arrangements, purchasing, mail processing, file maintenance, and other clerical tasks for the division as assigned.
• Performs administrative work of a confidential nature for the Associate VP & AP Staff for Facilities.
• Coordinates various events, including special events, conferences, and functions.
• Compiles and logically formats statistical data and reports.
• Conducts on a recurring basis self-initiated or unit head initiated projects and prepares reports.
• Coordinates employment search processes. (Including the new online HRO processes).
• Provides clerical support for Facilities Services – Bi-weekly processing of UltraTime for hourly and student employees, manage personnel records including employee vacation/sick and overtime, injury reports, attendance bonus, AFSCME senior development etc., postings for student workers, mail processing, file maintenance, travel arrangements for all staff, process invoices, process supply requisitions, responsible for on-line requisitioning for invoices over $5,000.
• Motor pool – Coordinate, maintain vehicle registrations, license and maintenance records, process motor pool charge backs to departments. Responsible for Administration vehicle repairs, licensing, and other issues as they arise. Supply Risk Management with the current listing of our vehicles for insurance purposes. Complete the EPA Compliance report annually on behalf of GVSU, maintain the appropriate records for this purpose, and coordinate with other departments on the purchase of their vehicles so that they are abiding by EPA standards for the university.
• Postage – Maintain balances in post office permits, track and process charge backs to departments for postage. Complete all NCOA checks for the university through Satori Software system.
• Budget reporting and analysis – Track base and working budget changes, assist with monthly budget reports, investigate budget variances, assist with monthly analysis and projection, and prepare special reports as requested.
• Maintains and creates monthly budget reports for the Facilities Services & Planning Division (Facilities Services, Facilities Planning, Pew Operations, and Public Safety). Coordinate and prepare projections for all General Fund FOAPS with the division and submit to the Budget Office.
• Act as a liaison for the division in situations outlined by the Associate VP.
• Responsible for scheduling appointments which may include the Associate VP or Facilities Staff calendar, special events, divisional events, and other scheduling.
• Compile data and materials for presentations and proposals.
• Assist with the marketing of events and programs.
• Supervises student employees.
• Acts with a high degree of independence as liaison with inside and outside contacts in preparation of meeting materials, minutes, programs, updates, recruiting, and other support functions related to work area.
• Provides information to students of a complex nature as well as to outside agencies, visitors, etc.
• Member by appointment of Purl Cobb Memorial Training Committee – Serve as secretary for the Committee, process and track reimbursement requests, maintain records as required by by-laws, handle communication with Facilities Services and Planning Staff.
• Manage Facilities Services Website maintenance – Content management software expert for the unit, train PSS staff in content management software, recommend changes to website design and assist with implementation, work with PSS staff to keep content and pictures updated.
• Other related duties as assigned.

Non-Essential Functions:

• Assist with backup for Customer Service.
• Assist in management for front desk operation.
• Hire, train, and supervise student employees.
• Assist with purchase of hardware/software.
• Maintain calendar for conference rooms, in service building.

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 in business or accounting.
• Higher education work experience.
• Familiarity with fund accounting methods.
• Familiarity with office operations in an architectural or construction firm.

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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