Job Title: Office Assistant – GVSU Battle Creek Regional Outreach Center
Classification: C4
Department: Academic Affairs
Updated: September 2021

Job Summary

Provides administrative and clerical support for the GVSU Battle Creek Regional Outreach Center (BCROC), as well as working with other university departments to manage and coordinate a wide variety of duties for grant and university-related programming and activities in Southwest Michigan.

Essential Functions

• Directly assists the Co-Principle Investigator (Co-PI) for the W.K. Kellogg Foundation grant in Battle Creek, and the Director of Community Engagement for the BCROC.
• Manage/maintain Co-PI and Supervisor’s schedule.
• Acts as a liaison between Co-PI/Supervisor and department staff, campus, and community.
• Performs and coordinates scheduling tasks and support services associated with preparing and planning for programs, major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Supervise student employees and may act as a lead worker to other PSS.
• Process student employee UltraTime and maintain appropriate records monitoring available dollars.
• Responsible for the coordination/completion and the quality of the clerical work for the department/center which includes answering telephones, providing information, or routing calls to appropriate person; open and route incoming mail and prepare outgoing mail, including bulk mailings; correspondence; maintain office filing system.
• Receives information in various forms and determines the appropriate method of processing.
• Answer or refer inquiries from students, faculty, staff, and the general public regarding established policies and procedures; answer routine inquiries; and schedule appointments and meetings, facilities, and events.
• Responsible for creating, maintaining, and updating files and record-keeping systems; paper and/or computerized.
• Compiles and logically formats statistical data and reports.
• Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
• Manage inventory for the center, and is responsible for ordering supplies and materials for the department and center. Also responsible for procuring various materials for grant-related programs in Battle Creek and processing various university forms.
• Monitors departmental budget reviews budget reports and reconciles the reports with the department/office’s records. Processes and submits expense reports for Co-PI and Supervisor, and assists program leads with expenses occurring in Battle Creek.
• Generates reports, memorandums, correspondence, presentations, spreadsheets, graphics, marketing materials, and other similar materials using computer systems.
• Develops and maintains BCROC’s webpage and social media presence, and monitors virtual outreach tools such as Zoom, text, and chatting features.
• Performs and coordinates the recruitment of students and participants for the various center and grant-funded programs.
• Create and maintain database systems.
• Coordinate all clerical duties associated with staff searches.
• Conducts special projects and assignments as directed.
• Coordinates special events and functions.
• Coordinate and maintain departmental resources, i.e. library, vouchers, handouts.
• Proofread and correct materials and edit grammatical errors.
• Other related duties as assigned.

Non-Essential Functions:

• Make travel arrangements.

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 effectively.
• 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.
• Higher education experience.
• Supervisory experience.
• Document design or website/content management system experience.
• Ability to problem solve and use independent judgment.

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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