CECI Dean's Office Assistant
Job Title: CECI Dean’s Office Assistant
Classification: C4
Department: College of Education and Community Innovation (CECI)
Updated: August 2024
Job Summary
Provide administrative & confidential clerical support for the CECI Dean’s Office which includes planning, coordinating, implementation of projects, events, and services.
Essential Functions
- Provide support for the Dean and the Dean’s Office staff including scheduling and managing of calendars, correspondence, and coordination and implementation of special projects.
- Perform administrative work of a confidential nature for the Dean and Associate Deans.
- Responsible for the coordination/completion and quality of the clerical work for the office which includes answering telephones, providing information, or routing calls to appropriate person; opening and routing incoming mail and prepare outgoing mail, including bulk mailings; typing memos and other correspondence; maintaining office filing system.
- Develop, prepare, and/or compose responses to memos, correspondences, spreadsheets, presentation materials, requiring research, judgment, and discretion; routinely writes, edits, and submits materials for internal/external communications.
- Manage and maintain Dean’s Office website and other communication platforms including social media accounts, student newsletters, and CECI newsletters.
- Create and maintain database systems.
- Create and maintain a secure network electronic filing library.
- Support Assistant Dean with budgetary functions such as invoice processing, purchase orders, requisitions, honoraria, one-time-payments, technology acquisition, reimbursements, monthly reconciliation of the office budget, and tracking of approved expenditures for fiscal year-end.
- Support Assistant Dean with ordering/tracking of purchasing card requests for CECI faculty/staff.
- Maintains CECI technology inventory.
- Perform and coordinate scheduling tasks and support services associated with preparing and planning for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
- Responsible for the recruitment, selection, training, evaluation, and supervision of student employees and their employment records.
- Provide support for the assigned college governance committees, including scheduling meetings, managing communications, and documentation of meeting minutes.
- Maintain inventory of department supplies and materials and order new supplies as needed.
- Disseminate information that may require explanation, interpretation, and implementation of established university and departmental policies and procedures to departments and programs, and direct individuals to sources of additional information.
- Assist Dean’s Office staff and Unit leadership with administrative problems or concerns.
- Act with a high degree of independence and professionalism as liaison with inside and outside contacts in preparing programs, updates and other support functions related to office.
- Act as a liaison for the college to other university offices as it pertains to primary areas of responsibility.
- Other duties as assigned.
Non-Essential Functions
- Backup to Administrative Assistant.
- Backup to Office Assistant.
- Backup signature authority.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four 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 to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Some college coursework.
- Experience working in higher education.
- Supervisory experience.
- Demonstrated ability to work effectively in a collaborative environment.
- Experience working with software programs such as: Workday, GVSU CMS, Emma, and Canva.
- Experience managing professional communications on social media platforms such as: Instagram, Facebook, LinkedIn, and X (formerly known as Twitter).
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.