Job Title: Office Coordinator – CLAS Academic Advising Center
Classification: C3
Department: CLAS Academic Advising Center
Updated: June 2022

Job Summary

Provide administrative and clerical support to the staff in the College of Liberal Arts and Sciences (CLAS) Academic Advising Center for the planning, coordination and implementation of services provided to current and potential students. This position is .77 FTE and averages 31 hours/week for the calendar year. The specific schedule will be determined in concert with the supervisor and based on the needs of the center during the given times of the year. This position is located on the Allendale campus.  Grand Valley State University has a COVID-19 Vaccine requirement that requires all faculty, staff and students to be vaccinated. New hires will be expected to adhere to the policy unless they are eligible for allowable exemptions or postponement. Up-to-date information can be found on our Lakers Together website.

Essential Functions

• Provide administrative and clerical support for the College of Liberal Arts and Sciences (CLAS) Academic Advising Center.
• Manage front desk activities including answering telephones, managing calendars, assisting students with scheduling appointments, and triaging academic questions which involves directing individuals to advisors and other sources of additional information as appropriate.
• Hire, train, supervise, schedule, and coordinate the work of front desk student employees.
• Promote a welcoming, friendly office environment.
• Provide excellent customer service to students, faculty, and staff.
• Maintain electronic files including scanning and uploading student files as appropriate.
• Maintain and organize departmental brochures, supplies, and general office needs.
• Develop and distribute meeting minutes.
• Compile and analyze data, prepare standard and requested reports.
• Generate correspondence, presentation materials, spreadsheets, graphics, meeting materials, and other similar items using various computer systems.
• Assist in communications to students as needed.
• Assist with coordination, promotion, and implementation of staff projects, workshops, and events.
• Assign advisors to students as a part of the major declaration process.
• Assist with clerical duties associated with staff recruitment and selection process.
• Assist with design and maintenance of the departmental website, Blackboard site, and social media.
• Assist with the training of new Administrative Professionals (AP) and Professional Support Staff (PSS).
• Coordinate internal special events and functions.
• Conduct special projects and assignments as directed.

Non-Essential Functions:

Not Applicable.

Required Qualifications

• High school graduate or equivalent.
• Minimum of three years of relevant work experience. 
• Experience with various computer software applications such as Microsoft Office and/or equivalent. 
• Demonstrated experience to successfully operate office equipment. 
• 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. 
• Ability to 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

• Bachelor’s degree.
• Higher education experience.
• Demonstrated experience successfully working with college students.
• Supervisory experience.
• Demonstrated commitment to inclusion, diversity, equity, and access, including experience working. with people from diverse backgrounds and identities.
• Proficiency in various computer software applications such as Microsoft Office and/or equivalent.

Supervision Received

Receives general instruction from a designated supervisor but is generally expected to work independently.

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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