Job Title: Administrative Assistant - Division of Educational Innovation and School Services
Classification: C5
Department: Division of Educational Innovation and School Services
Updated: December 2021

Job Summary

This position is responsible for supporting executive staff and daily operations including frontline accounting and client relations for the Division of Educational Innovation and School Services.

Essential Functions:

Executive Assistant:

• Assist executive staff in daily operational activities including scheduling and travel.
• Perform confidential administrative for executive staff relating to internal and external contracts.
• Manage executive staff scheduling and event support.

Budget:

• Serve as purchase card administrator.
• Liaise between divisional staff, internal and external business accounting offices.
• Execute and manage client contracts, purchase orders and service agreements for divisional activities.
• Coordinate with executive staff on divisional accounting for each unit’s budget to assist with budget projections, record keeping, expenditure reporting, and vendor payments.

Personnel:

• Coordinate employment searches, interviews, and on-boarding processes as directed.
• Coordinate new staff training and record keeping, including supervision of student employees.
• Support CSO office coordinator.
• Serve as proxy approver for Ultra-time hours for division’s student employees.

Office Management:

• Design, edit, and distribute materials using Microsoft Office Software, including bulk mailings, correspondence materials.
• Serve as the primary point of contact for the division and GVNE Co-Lab by monitoring main telephone line, responding to general inquiries, and monitoring mail.
• Ensure professional and welcoming environment for guests, faculty and staff that use the GVSU spaces within the John G. Russell Consumer Energy Center.

Non-Essential Functions:

Not Applicable

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.
• Experience in higher education.
• Experience in charter schools and familiarity with school board administrative procedures.
• Experience in the creation and publication of promotional materials.
• Experience in planning events.
• Public relations experience including the writing of press releases and familiarity with social media.
• Budget management experience.
• Supervisory experience.
• Familiarity with University Business Office policies and procedures.

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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