Grand Valley State University has a COVID-19 Vaccine requirement that requires all faculty, staff and students to be vaccinated. New hires will be expected to adhere to the policy unless they are eligible for allowable exemptions or postponement. We will require proper documentation upon hire. Up-to-date information can be found on our Lakers Together website.

Open Positions

Application Accommodations:

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 [email protected] 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.

Executive Assistant to the Vice President - Finance & Administration

Apply now Job no: 494246
Position type: PSS - Confidential Professional Support Staff
Location: Allendale
Categories: Business/Accounting/Finance/Budget/Payroll

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Maintains the Vice President’s calendar, schedules meetings and appointments.
  • Coordinates conference and travel arrangements for the Vice President.
  • Prepares confidential reports and documents.
  • Prepares Board and committee meeting materials.  Sets deadlines, provides reminders and coordinates document and presentation materials preparation and submission for these meetings.  Acts as final reviewer of documents submitted to the President’s Office.
  • Processes invoices, purchase requisitions, pcard reconciliation for the Vice President for Finance & Administration, raffle applications and other accounting documents as needed.
  • Reviews expense reports of senior leadership, reviews hiring documentation and other types of documents to ensure they adhere to university policies and prepares for VP signature.
  • Assist the Vice President with communication by responding to calls, letters, emails, and visitors.
  • Serves as a point of contact for the Finance and Administration Division.  
  • Provides additional support to each department within the Finance and Administration Division as needed.
  • Develops, implements and administers departmental office systems and procedures. Establishes office procedures, policies and operations. Interprets and communicates policies and processes.
  • Organizes bi-annual forums for the Division and annual employee appreciation event.
  • Assists with student employee hiring, training, scheduling and day-to-day supervision.
  • Handles VIP parking lot and annual permit distribution.
  • Other duties may be assigned.

REQUIREMENTS

  • Bachelor’s degree preferred, though equivalent experience may be considered.
  • A minimum of five or more years of executive support experience.
  • Strong interpersonal skills and demonstrated ability to work as part of a team.
  • Demonstrated ability to work with and respect diverse populations.
  • Will be expected to establish working relationships with other administrative assistants within the Division and with Executive Assistants in other divisional Vice President offices as well as develop a close working relationship with front office staff in the Office of the President.
  • Ability to maintain confidentiality, work under pressure, prioritize workloads under critical timelines, manage details, and work independently.
  • Must have excellent time management and organizational skills and be able to manage multiple projects simultaneously ensuring appropriate tracking, quality control, follow-up and deadlines are met.
  • Ability to prioritize and plan work activities, adapt to changing conditions, flexibility, responsiveness, work within established guidelines and resolve operational problems. Ability to coordinate events and activities involving multiple parties.
  • Will be expected to exercise considerable independent judgement, discretion and initiative in performing complex duties. 
  • Must be creative, adaptable and self-motivated.
  • Advanced knowledge of Microsoft Office (Outlook/Word/Excel/PowerPoint) and Adobe Pro.  Sufficient knowledge of Banner and its reporting systems.  Knowledge of Workday a plus as GV will transition to Workday in January 2024. 
  • Ability to easily learn other software tools relevant to this position.

Salary: Commensurate with experience.

Job Type: 12 Months Full-time, Confidential PSS

Department/Division: Finance and Administration

Campus: Allendale

Application Deadline: Consideration of applications will begin immediately and the posting may be closed at any time at the discretion of the University.

How to Apply: 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. If you need assistance, call Human Resources at 616-331-2215.

 

Grand Valley State University has a COVID-19 Vaccine policy that requires all faculty, staff and students to be vaccinated. New hires will be expected to adhere to the policy unless they are eligible for allowable exemptions or postponement. We will require proper documentation upon hire. Up-to-date information can be found on our Lakers Together website.

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, 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.

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