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If you are unable or limited in your ability to access our career website as a result of a physical or mental impairment, please contact Human Resources at (616) 331-2215 or hro@gvsu.edu to request a reasonable accommodation. You may also access this resource to request accommodations prior to or during the interview process. Your privacy is important to us, therefore, we will only share information regarding accommodations on a need to know basis.

Office of the President Assistant - Administration

Apply now Job no: 493661
Position type: PSS - Confidential Professional Support Staff
Location: Allendale
Categories: Administration

Essential Functions:

  • Opening and closing office, staffing front desk from 8-5 p.m., answering telephone, and greeting visitors
  • Schedules backup office coverage when out of the office for appointments, vacation, illness, etc. 
  • Performs administrative work of a confidential nature for the Executive Assistant to the President and works proactively with Administrative Professionals
  • Edits and proofreads correspondence, reports and materials
  • Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment and discretion
  • Data entry into the event database (Millennium Database). Assist in coding and updating information. 
  • Handles/facilitates student concerns; includes the ability to provide information and route calls or inquiries to the appropriate person 
  • Respond to office space and equipment needs and maintenance
  • Responsible for office archiving and maintaining the office retention schedule
  • Monitor assigned tasks for quality control (following procedures, accuracy, completeness, meet quality standards for professional appearance of mailings, etc.)
  • Coordinates and acts as a liaison with the Office of the President and vendors for cleaning, plant care, mail, deliveries, etc. Monitors activity and resolves routine issues.
  • Maintains inventory and orders office supplies and envelopes, cards, letterhead, notecards, etc.
  • Formats and orders business cards, name tags, and office signage
  • Facilitates key requests and records for the Office of the President
  • Responsible for hiring, supervising, scheduling, training and evaluating students
  • Responsible for updating electronic event calendar
  • Reserves spaces for meetings and events in Zumberge Hall using electronic Event Management System (EMS)
  • Provides support for meetings taking place in the Boardroom or nearby conference rooms, including ensuring refreshments are set and operating audiovisual equipment (laptop, projectors, conferencing phones, etc.)
  • Schedules staff meetings and prepares agendas
  • Orders computers and equipment
  • Opens, sorts, and distributes mail
  • Monthly reconciliation of PCard, T&E, and mileage for Office of the President staff
  • Other related duties as assigned

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.
  • Must be able to work 8 a.m. to 5 p.m. Monday through Friday (no remote work option).
  • 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 work under pressure and meet deadlines.
  • 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 maintain positive interpersonal relationships.
  • Demonstrated experience to successfully operate office equipment.
  • Demonstrated experience to successfully provide quality customer service.
  • Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
  • Experience with various computer software applications such as Microsoft Office and/or equivalent.
  • Ability to interact in a confidential manner with internal and external constituents.
  • Must be able to operate audiovisual equipment (laptop, projectors, etc.).

Preferred Qualifications:

  • Bachelor's degree.
  • Higher education work experience.
  • Demonstrated experience in a supervisory capacity.
  • EMS (event management system) 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

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.

Salary: Commensuate with experience

Campus: Allendale

Job Category: Confidential Professional Support Staff

Job Type: Full Time

How to Apply: Apply online at jobs.gvsu.edu and select "Apply now". Please include a cover letter and resume. The online application will allow you to attach these documents electronically. On the application, you will be required to provide names, phone numbers, and e-mail address for three professional references. If you need assistance, call Human Resources at 616-331-2215. 

Application Deadline: June 18, 2021

Grand Valley State University does not discriminate against students, faculty or staff in any of its employment practices or in its educational programs or activities. Grand Valley State University is guided by values for inclusiveness and community which are integral to our mission to educate students to shape their lives, their professions, and their societies, and to enrich the community through excellent teaching, active scholarship, and public service. The University is an affirmative action, equal opportunity institution. It encourages diversity and provides equal opportunity in education, employment, all of its programs, and the use of its facilities. Members of the University community, including candidates for employment or admissions, and visitors or guests, have the right to be free from acts of harassment and discrimination, which are prohibited if they discriminate or harass on the basis of age, color, disability, familial status, height, marital status, national origin, political affiliation, race, religion, veteran or active duty military status or weight. In addition, Grand Valley is required by Title IX of the Education Amendments of 1972 to ensure that none of its education programs and activities discriminate on the basis of sex/gender. Sex includes sex stereotypes, gender identity, gender expression, sexual orientation, and pregnancy or parenting status. The Office for Title IX and Institutional Equity serves as a resource for the GVSU community and assists individuals who may have been impacted by discrimination or harassment in connecting with resources, imposes measures that protect or support access to programs and activities, and oversees the university’s grievance process for allegations of discrimination and harassment. Inquiries regarding the application of Title IX may be referred to Theresa Rowland, Title IX Coordinator, 4015 Zumberge Hall, titleix@gvsu.edu, (616) 331-9530.

The University will provide reasonable accommodations to qualified individuals with disabilities. See www.gvsu.edu/affirmative/. TDD Callers: Call Michigan Relay Center at 711 (in State) or 1-800-833-7833 (out of State)

To perform this job successfully, an individual must be able to perform each essential duty 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 as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request.

Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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