Job Title: Seidman Accounting Programs Assistant
Classification: C4
Department: School of Accounting
Updated: March 2019

Job Summary

Provides administrative and clerical support to the Director, Assistant Director and Faculty of the School of Accounting, performing office functions which substantially contribute to the School’s objectives.

Essential Functions

• Performs administrative work of a confidential nature and general assistance for Director of the Seidman College of Business School of Accounting.  Provide general assistance to faculty in the School. 
• Coordinates course scheduling for the approximately 175 accounting classes in the academic year.
• Understanding and coordinating the satisfying multiple and complex requirements required for AACSB Accreditation.
• Acts as liaison between School and faculty, staff, students and outside agencies and organizations. 
• Serves on School of Accounting Scholarship Committee with faculty members and participates in decision making on this and a number of other School matters.
• Serves on School of Accounting Graduate Research Assistant Committee with Director of School of Accounting and Graduate Program Director and participates in selecting and assigning graduate assistants.
• Works closely with Accounting Alumni and Friends Advisory Board to develop, market and successfully bring about events involving alumni and the business community.  In addition, holds the position of Secretary on this board.
• Works with Director to plan and implement marketing strategies of events and programs.
• This position requires extensive knowledge of the workings of the School, the requirements involved with maintaining separate accreditation for the School, and the ability to plan, coordinate and implement programs and events for the School.  The State of Michigan has implemented the 150 hour rule for CPA licensing, increasing the amount of involvement in that area.
• Expected to have the ability to make independent judgments while representing the School to either the university or outside organizations.
• The performance of this position has significant interaction and with and impacts the effective performance of faculty, students, three degree programs, BBA in Accounting, the Master of Science in Accounting and the Master of Science in Taxation, the GVSU accounting Alumni Organization, the Accounting and MST advisory boards, accreditation of the college as well as separate accreditation of the School.
• Specific reports are required by the School Director that results in the compilation of data that must be sorted and organized in a manner that provides clear and concise information. Topics may include, and are not limited to, reports on faculty evaluations, course scheduling, benchmark studies, and personnel matters.   This position is responsible for tracking School expenses and reconciling the budget accounts for the School of Accounting.
• The School of Accounting has a network of outside resources that depend on programs, seminars, workshops, and other School sponsored events, and these activities are coordinated and implemented through this position.  It is crucial that these events be planned, and in many cases, documented records kept, as required by outside agencies.  This position is the prime coordinator of such events.
• Accounting is a separately accredited program within the College of Business.  Responsibilities regarding assessment and documentation of program are required in regard to accreditation guidelines.  This position is responsible for maintaining confidential, well-organized course files and faculty personnel files according to AACSB standards.
• Planning, scheduling, organizing, assembling material for and attending various School events, including, but not limited, to Backstage Pass, Accounting Community Breakfasts, Accounting Alumni Awards Banquet, Accounting Alumni Reunion, Accounting Advisory Board meetings and events, GVSU Accounting Alumni Chapter Advisory Board meetings and events, and formal strategic planning events. 
• Responsible for working with Accounting scholarship recipients to determine enrollment plans and award disbursement schedule.  Following discussions with students, notification is made to Financial Aid of scholarship recipients, amount of award and schedule for award disbursement.  Required to maintain follow-up contact with recipients to ensure awards are given as indicated and to revamp award schedule as enrollment plans change.
• Responsible for creating, maintaining and updating filing information, record keeping systems; paper and/or computer.
• Conducts on a recurring basis self-initiated or Director initiated projects and prepares reports.
• Acts with high degree of independence as liaison with inside and outside contacts and in preparing meeting materials, minutes, programs, updates, recruiting, and other support functions related to work area.
• Initiates and edits correspondence for the Director and other faculty.  Originates correspondence to students or business/community contacts and edits material for faculty as requested.
• Assists faculty and staff with administrative problems or concerns.
• Coordinates employment search processes and records.
• Provides information to students and prospective students of a complex nature, as well as to outside agencies, visitors, etc.
• Serves as the Computer/Technology liaison for the School and coordinates all planning and problem-solving for the office with staff in Academic Computing.
• Maintains, processes and manipulates data on a personal computer using word processing, database, and spreadsheet software.
• Responsible for maintaining operations of offices at downtown location including scheduling space for faculty each semester.
• Responsible for minutes from School of Accounting meetings, Accounting Advisory Board meetings, and Accounting Alumni & Friends Advisory Board.
• Maintains systems and records for the West Michigan Accounting and Auditing Symposium held in conjunction with the Michigan Association of Certified Public Accountants and other seminars, workshops, and special School meetings. 
• Monitors and has approval authority for student employee Ultra-time and maintains appropriate records monitoring available dollars.
• Maintain/schedule orientation/advising/special projects/programs/events for department.
• Maintain confidential faculty evaluation forms and information.  Prepare confidential evaluation reports for Director.
• Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Inform new faculty about University policies and benefits, including, but not limited to information about Payroll, Human Resources Office requirements, and Security, and providing assistance as needed.
• Provide instruction and assistance to new and current faculty as to how to use Blackboard, Banner and Digital Measures as well as other programs as required.
• Maintain Blackboard sites for faculty as requested, including but not limited to uploading course files, emailing classes for faculty with course instructions or information, or inputting grade information.
• The School of Accounting is a separately accredited program from the College of Business through The Association to Advance Collegiate Schools of Business International (AACSB).  The School of Accounting has both a Director and Assistant Director.  The School of Accounting has oversight of three degree programs, BBA, MSA and MST and the demands for record keeping and information required to complete a job are more complex to obtain, and data is obtained in a number of ways.  Experience and on-the-job knowledge are critical.  This position also must have the ability to locate sources of information, analyze that information, and decide what is needed and appropriate to the job request.  Various sources are utilized, including the internet, library, university and local community resources and personnel.
• Initiates, designs and edits newsletters, reports and other material for publication.
• Assist Director in academic year scheduling of courses, classrooms, times, and faculty for the School of Accounting.
• Receives a large number of requests which are routine, or urgent and emergency and is required to determine how and who should address the requests.
• Compile data and materials for presentations and proposals.
• Compiles and logically formats statistical data and reports.
• Establish contacts with key personnel in corporate institutions to schedule meetings with Director. 
• Responsible for deposits using credit cards, check and cash payments for School events.
• Coordinate bulk mailings, including designing material, arranging printing, and sorting and processing mail, either in-house or by outside contract.
• Utilizes the internet to gather appropriate information and data as necessary.
• Receives information in various forms and determines the appropriate method of processing.
• Keep detailed and accurate records of all financial transactions.
• Prepares invoices as required.
• Prepares and send receipts as required and authorize payment of invoices. 
• Disseminates information that may require explanation and interpretation of established University and School policies and procedures, and directs individuals to sources of additional information.
• Responsible for the coordination/completion and the quality of the clerical work for the School of Accounting which includes answering telephones, providing information, or routing calls to appropriate person; open and route incoming mail and prepare outgoing mail, including bulk mailings; typing memos and other correspondence; maintain office filing system and supplies.
• Monitor multiple budgets for the School, reviews budget reports, purchase card statements, and reconciles accounts with the University/School’s records. Purchase and track general office supplies.
• Provide quality customer service to encourage involvement of alumni in various programs and activities offered throughout the year. 
• Respond positively to current students to inquiries or concerns in a helpful, informative, detailed, courteous manner to provide the assistance they need.
• Assist students in contacting the appropriate faculty advisor for one of the three accounting programs in which they are interested.
• Maintain Digital Measures site for adjunct faculty.
• Designs and generates reports, memorandums, correspondence, presentation materials, brochures, spreadsheets and graphics, and other similar materials using various computer systems.
• Organizes, prioritizes School workloads and attends to details for functions.
• This position interviews, hires and supervises student workers and graduate research assistants for the School of Accounting, including establishment and oversight of schedules and training. 
• The position coordinates activities for the School, and supporting organizations.  These activities include: monthly faculty meetings, Accounting Alumni Organization board meetings and annual reunion, Backstage Pass events, graduate assistant activities, School of Accounting advisory board meetings, accounting community breakfasts, and other events.
• This position requires coordination with Academic Department Coordinators within the College and University.  The School has close relationships with other areas, such as International Affairs in regard to study abroad in the United Kingdom, and this position requires the ability to coordinate activities for that program.  In addition, this position is required to be a resource to any SCB faculty when coordinators from other SCB departments are not available.   Work comes from numerous sources, each with its own priority and deadline, and this position works independently to schedule the work and complete each job as required.  
• Participates in personnel meetings and discussions regarding issues such as hiring, terminating, disciplining and evaluating of COT's.
• Has developed and maintains a close working relationship with Kappa Beta Chapter of Beta Alpha Psi (BAP), Honorary Accounting Fraternity, and assists BAP with event planning, room contracts, and other activities as needed.
• Manage/maintain Director’s schedule.
• Coordinate grade distribution and processing.
• Maintain School’s Master calendar.
• Maintain organized, detailed and confidential personnel files for all current and previous faculty.
• Works with the Director in gathering material and completing required forms to submit course or program changes for the School.
• Coordinate student evaluation process for faculty. 
• Responsible for ordering office supplies; processing travel vouchers, requisitions, IDC's, I-9's and other various University forms.
• Provide SCB dean’s office with hiring information for new faculty, including salary information for adjunct faculty.
• Assemble and provide orientation material for new faculty.
• Prepare class rosters and attendance sheets for faculty as requested.
• Order textbooks for all Accounting courses.  Order desk copies of books and supplemental material, as well as arranging access to publication websites.  Coordinates the submission of Course Packets to the bookstore. 
• Make travel arrangements for staff.
• Receives general instruction from supervisor but is expected to work independently.
• Carries out a variety of tasks and responsibilities independently.

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

• Familiarity with AACSB accreditation requirements.
• Experience in higher education.
• Undergraduate degree.
• Demonstrated experience in a supervisory capacity.
• Ability to handle complex financial arrangements with individuals both internal and external to the organization.
• Must be willing to work some evenings and weekends and be on call to report to work as needed.
• Demonstrated experience in the setup, maintenance, and monitoring of multiple budgets.
• Ability to interact in a confidential manner with internal and external constituents.

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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