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.

Internal to GVSU: Library Dean Office Assistant

Apply now Job no: 494254
Position type: PSS - Professional Support Staff
Location: Allendale
Categories: University Libraries

THIS IS AN INTERNAL POSTING ONLY FOR PSS EMPLOYEES OF GRAND VALLEY STATE UNIVERSITY.

Essential Functions

Key Accountabilities

As a member of the Library Dean’s Office, acts as a proactive team member by:

  • Schedules or assists with scheduling the Library Executive Team members’ calendars, meetings, or events with campus Event Services or in the Event Management Software
  • Hires, trains, and supervises Dean’s office student employees
  • Provides training for staff and faculty related to processes for reimbursement, ordering supplies, Concur or other related activities
  • Documents procedures and workflows, assists in maintaining up-to-date documents for all library colleagues
  • Maintaining discretion and confidentiality

As support for Library Associate/Assistant Deans and Department Heads:

  • Coordinates participatory engagement meetings by scheduling meetings as needed
  • Supports the Associate Dean responsible for organizational development by coordinating meetings, performing research, communications, scheduling trainings and identifying and purchasing training materials and/or speakers
  • Supports personnel search process by assisting search chairs with candidate travel, scheduling, communications, reimbursement, and agenda creation
  • Oversees projects assigned to library administrative student employees

As support for organizational communication:

  • Collaborates with the Associate Deans with communication related projects
  • Supports donor recognition efforts by regularly reporting donor activity to the Dean and assisting the Dean with other donor related activities
  • Maintains and updates emails lists for library staff and teams

As a support for purchasing and records:

  • Manage Library Dean’s Office P-cards by monitoring, reconciling, and tracking expenditures. Creates requisitions/purchase orders and monitors OnBase for invoice approvals
  • Serves as co-admin for Concur. Responsible for keeping Concur database up to date and monitoring for incoming requests and approvals
  • Responsible for the processing and tracking of professional development, training, or other work-related travel reimbursements
  • Serves as lead contact with OSP, FTLC, and CSCE regarding faculty travel reimbursement grants
  • Acts as lead support for all non-collections related procurement for all library locations
  • Responsible for scheduling, booking travel and all associated logistics for invited guests and recruitment

Acts as a critical backup for:

  • Management of the University Library Dean’s calendar and schedule

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
  • Higher education experience
  • Supervisory experience
  • Demonstrated ability to learn specialized hardware and software  

Supervision Received
Receives minimal supervision and work assignments 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
Hires, trains, schedules, and coordinates 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 $20.17 per hour

Campus: Allendale

Job Type: 12 months full-time, Monday through Friday, 8 am - 5 pm

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 addresses for three professional references. If you need assistance, call Human Resources at 616-331-2215.

Application Deadline: June 29, 2022

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.

Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

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