Van Andel Global Trade Center Assistant
Job Title: Van Andel Global Trade Center Assistant
Classification: C4
Department: Van Andel Global Trade Institute
Updated: January 2019
Job Summary
Provide administrative and clerical support to the Executive Director and staff of the Van Andel Global Trade Institute, performing office functions which substantially contribute to the unit’s objectives.
Responsibilities
Essential Functions:
- Provides administrative support to the Executive Director, VAGTI, including scheduling and managing of calendars and correspondence, coordination and implementation of projects; maintenance of personnel and attendance records.
- Establishes and maintains all office systems, policies, procedures for the VAGTI, in consultation with the Executive Director.
- Performs administrative work of a confidential nature for the Executive Director and the staff of the Institute.
- Creates and maintains database systems, filing systems, personnel records, Institute seminar and workshop schedules.
- Coordinates all employment search processes and records.
- Edits and proofreads all correspondence, reports, and materials for publication.
- Initiates and schedules all domestic and international travel for the Executive Director and staff.
- Maintains all budgets for the Institute (Bookkeeping, reconciling, monitoring, making and tracking expenditures, preparing budget statements, developing status reports, making recommendations for projected budgets.)
- Prepares contracts and other correspondence.
- Provides administrative support to the Executive Director for planning, coordination, public relations, scheduling, and implementation of all programs sponsored by the Institute.
- Develops and coordinates special events and functions for the Institute.
- Supervises other PSS staff, graduate interns and student workers, including establishment and oversight of schedules, training, assigning and monitoring tasks and projects; hires student workers.
- Serve as the Computer/Technology liaison for the Institute and coordinate all planning and problem-solving for the office with staff in Academic Computing.
- Coordinates meetings and records for Institute’s Advisory Committee.
- Maintain processes and manipulates data on a personal computer using word processing, database, and spreadsheet software.
- Utilizes the internet to gather appropriate information and data necessary for the Institute’s programs, brochures, and publications.
- Provides liaison with academic and administrative units on campus to facilitate the Institute’s programs, grants administration, program development and monitoring.
- Carries out a variety of tasks and responsibilities independently.
- Organizes, prioritizes Institute workloads and attends to details for programs.
Non-Essential Functions:
- None
Required Qualifications:
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive interpersonal relationships.
- Typing and spelling competency.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully use a variety of computer software applications.
- 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 handle differing situations and problems in the work routine by exercising judgment.
- Ability to interact in a confidential manner with internal and external constituents.
- Ability to handle complex financial arrangements with individuals both internal and external to the University.
Preferred Qualifications:
- Bachelor’s degree
- Higher education experience
- 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.