Job Title: Faculty Teaching and Learning Assistant
Classification: C4
Department: Pew Faculty Teaching and Learning Center
Updated: March 2019

Job Summary

Provide administrative and clerical support to the Vice Provost for Instructional Development and Innovation/Director and staff of the Faculty Teaching Learning Center, performing office functions which substantially contribute to the unit’s objectives.

Essential Functions

Budget:

• Manage, maintain and analyze complex budget documentation for several accounts, as assigned to the Pew FTLC.
• In coordination with Pew FTLC Director determine fiscal year budgets and monitor them throughout the year to assure adequate funding for grants, events, and activities.
• In coordination with Pew FTLC Director keep records of borrowed faculty, submit appropriate budget forms and monitor documentation.
• Manage departmental P-card purchases, process transfers, IDC’s, PO’s, requisitions, Travel and Expense vouchers, Dining Card and stipends.

Grants:

• Manage and maintain budgets, documentation, and databases for nine Pew FTLC Grants.
• Coordinate with Associate Director to field questions, concerns, and advise on procedural criteria for grants to university community throughout the calendar year as well as monitor online submissions of grant proposals, preliminary determination of eligibility criteria, and prepare acceptance/denial letters.
• Responsible for first level review of grant applications and final reports.
• Coordinate and distribute necessary documentation to Grants Subcommittee members.
• Develop and coordinate disbursement procedures for grants, administering them in accordance with current GVSU standards among divisions, departments, payroll, student employment, HRO and accounting/purchasing offices for reimbursements, faculty stipends, and student workers as needed for grant.
• Track report submissions and closure of grants when all criteria are met.
• Coordinate with Web Developer to make improvements to and increase efficiencies of the Grants website for submissions and record-keeping.

Database Management:

• Use intermediate knowledge to manage and maintain several Microsoft Access databases.
• Manipulate data in Access and Excel for grants, expenses, scholarships, awards, mailing lists, and more using queries and data functions.
• Simplify data input with forms, field properties, and custom formats.
• Use database and excel data to answer faculty inquiries and to compile and logically format statistical data and reports.
• Create new databases as needed.

Awards:

• Manage and maintain documentation, and monitor selection procedures for six Pew FTLC teaching awards.
• Field questions, concerns, and advise on procedural criteria for University community on nomination procedures.
• Monitor submissions of selected nominees from college offices, tracking awardees.
• Coordinate and distribute necessary documentation to Awards Subcommittee members.
• Prepare certificates, commemorative gifts, and program information with Provost Office.
• Assist Provost Office staff with Awards Convocation. 

General Administrative:

• Perform administrative work of a confidential nature for the Director, Director of Part-time Faculty Support, and Faculty Fellows. 
• Act with a high degree of independence as liaison for the Pew FTLC as designated by the Director.
• Perform administrative duties for the FTLC Advisory Committee: track minutes and committee members.
• In coordination with COT, help plan and prepare events, workshops, and meetings.
• Apply intermediate knowledge of software systems including word processing, database, web-program and desktop publishing programs to create, compile, prepare and edit correspondence, publicity, reports and materials for publications, and distribution to FLTC-AC and campus community.
• Manage filing system for pending and archival records.
• Maintain dynamic website with FTLC events, grants, awards and Advisory Committee minutes.

Non-Essential Functions

Not Applicable

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 judgement.
• 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 course work.
• Higher education experience.
• Supervisory experience.
• Demonstrated experience using Microsoft Access for databases and CMS for website.

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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