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Office Assistant (Development Services and Communications) - University Development

Apply now Job no: 493777
Position type: PSS - Professional Support Staff
Location: Grand Rapids
Categories: University Development

Summary: This position is directly responsible for encouraging donor retention and giving through the leadership of communications projects that reach internal and external constituents of the university, and the use of technical tools to develop customized solutions and databases to fine tune mailing lists and reports.

Essential Functions:

  • Acts with a high degree of independence while leading and facilitating communications and development services projects including print, electronic, multi-media solicitations, and stewardship pieces.
  • Manages projects in alignment with the specifications and deadlines of internal and external customers and maintains good internal customer relationships.
  • Initiates, communicates, and maintains relationships with vendors overseeing quality and adherence to timing and budgets.
  • Collects project status update information from project managers and prepares summary.
  • Prepares project financial status reports tracking budget expenditures as requested by project managers and alerts Senior Director of Communications to concerns.
  • Maintains and monitors/analyzes complex budgetary campaign records and reports by performing duties such as reconciling, monitoring, verifying expenditures, reviewing budget statements regarding status of accounts and making recommendations as to projected budget.
  • Creates purchase orders in Banner Admin for communication projects as needed.
  • Extracts, pulls, cleans, loads, and project manages mail, email and data requests for Development Services, providing supplemental support to the List Management Assistant as needed.
  • Processes mass email requests such as creating short URL’s for custom online giving requests, send mass and test emails.
  • Compiles and logically formats statistical data and reports. Maintains, processes and manipulates data on a personal computer using word processing, database, and spreadsheet applications.
  • Acts with a high degree of independence to monitor and analyze workflow for Systems and Reporting, and Communications.
  • Documents and maintains department processes, including, but not limited to, daily tasks, data collection, reporting, and policies and procedures.
  • Receives information and requests from diverse publics, both internal and external to the University, and determines the appropriate way to handle.
  • Processes and maintains all information in a confidential and professional manner.
  • Creates, maintains, and updates files and record-keeping systems; paper and/or computerized.
  • Manages Millennium Media library consisting of publications, event speakers, publication articles, videos, impact stories, and appeals.
  • Utilizes Millennium Internet Reporting and other tools to analyze, manage data, troubleshoot, and prepare reports in support of decision making throughout the Development Division and other University departments.
    • Schedules and produces regular and ad-hoc reports.
    • Serves as the initial communications contact for reporting needs.
  • Mentors, trains, and helps oversee student employees.
  • Provides clerical support for the Senior Director of Communications. This includes calendar maintenance, meeting set up and preparation, travel arrangements, purchasing, mail processing, file maintenance, other clerical tasks for the department as assigned.
  • Schedules travel arrangements, facilitates meetings, assists with events, and other administrative duties as required for the communications team.
  • Shares in clerical/administrative support for the development department as required.
  • Other 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.
  • Data entry experience.
  • Typing and spelling competency with grammar and proofreading skills.
  • Possess strong verbal and written communications 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 judgment.
  • 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:

  • Bachelor’s degree in communications or related field.
  • Experience in a fast-paced marketing/business communications environment.
  • Experience in development for a non-profit organization.
  • Minimum of 2 years of communications project management experience.
  • Demonstrated experience to successfully use Access, Excel, Millennium, Banner Admin, CMS, and email distribution systems. Including importing and exporting data, developing custom queries, data analysis, and list management.
  • Demonstrated ability to use MS Access or like tools, to update and manipulate large data sets.
  • Demonstrated ability for positive interaction with tact and diplomacy regarding donor and department concerns.

Supervision Received:

Receives minimal supervision from a designated supervisor. Most 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.

Salary: C-4 Level. Minimum starting salary of $19.73

Department/Division: University Development

Campus: Grand Rapids

How to Apply: Apply online at 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 addresses for three professional references. Applicants selected for interviews will be required to submit official transcripts prior to the interview. If you need assistance, please call Human Resources at 616-331-2215.

Application Deadline: September 26, 2021

Job Type:12 Months Full-time Monday - Friday 8am - 5pm

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 the Title IX Coordinator, 4015 Zumberge Hall,, (616) 331-9530.

The University will provide reasonable accommodations to qualified individuals with disabilities. See 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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