Job Title: University Communications Assistant
Classification: C5
Department: University Communications
Updated:  January 2019

Job Summary

Provides support for the office of News and Information Services.

Essential Functions:

• Assist Associate Vice President for University Communications in carrying out the office operation responsibilities.
• Perform administrative work of a confidential nature for the Associate Vice President.
• Responsible for specific projects/programs whether self-initiated or initiated by the Associate Vice President which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
• Compile and logically format statistical data and reports.
• Maintain, process and manipulate data on a personal computer using word processing, database and spreadsheet software.
• Coordinate special events and functions.
• Edit correspondence, reports and materials for publication.
• Develop, prepare and/or compose responses to correspondence requiring research, judgment and discretion; routinely write, edit, and submit materials for internal/external communication.
• Maintain and analyze set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
• Conduct on a recurring basis self-initiated or unit head projects and prepare reports.
• Act with a high degree of independence as a liaison with inside and outside contacts and in all support functions related to department.
• Responsible for scheduling appointments which may include the Senior Management Team, Associate Vice President and other campus leaders.
• Act as a point of contact for all University Communications business practices, ensure office compliance with University Business Office standards and field questions regarding financial matters.
• Process transfer requests between external departments for photography and video services expenditures.
• Act as Purchase Card administration on behalf of University Communications.
• Oversee the release of Monthly Social Media Report to the Senior Management Team and the weekly news releases to the Board of Trustees and Senior Management Team.
• Oversee the release of daily paper and electronic news clips to Administrative Officers.
• Oversee and archive pertinent news clippings for the news archives.
• Implement the Filming on Campus Policy with external requests.
• Coordinate videotaping of Senior Management Team-approved videos on campus.
• Maintain schedule of video requests received by University Communications. Schedule videography and postproduction as requested.
• Assist with the coordination and payment of all athletic broadcasts and webcasts including freelancers and/or travel.
• Proofread various publications produced by University Communications and Executive Officers as requested.
• Supervise the request, merging and list maintenance necessary for the mailing of Grand Valley Magazine. Work with internal and external sources to maximize mailing efforts.
• Coordinate with mailing house, printer and United States Postal Service for the quarterly mailing of Grand Valley Magazine.
• Hire, train, discipline, terminate, supervise and approve Ultratime hours for student employees.
• Update Campus Crisis Communications Plan.
• Update Grand Valley State University’s biannual listing in the Michigan Manual for the State of Michigan.
• Provide annual updates to AT&T white pages listings and Supermedia telephone listings.
• Coordinate employment search process.
• Process various university forms.
• Other related duties as assigned.

Non-Essential Functions:

• Purchase video, photography and equipment for office.
• Format and distribute Dean’s List and Graduate List to media.

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.
• Familiarity with publication processes, new media, computer and video technology.
• Supervisory experience.

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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