Office Assistant - CLAS Dean's Office
Job no: 494337
Position type: PSS - Professional Support Staff
Categories: College of Liberal Arts & Sciences
The Dean’s Office Assistant provides administrative and clerical support for the Assistant Dean for Finance and calendar management for the Dean of the College of Liberal Arts & Sciences and works in coordination with college office staff to support the effective and efficient operations of the college. This position requires discretion, a commitment to diversity and inclusion, as well as a student-centered and customer-service focus. We are looking for individuals that can provide an inclusive, accessible and welcoming environment that encourages people to thrive. Candidates should have strong communication and interpersonal skills, such as the ability to interact with others with respect, empathy, and cultural humility. The candidate must be able to work collaboratively in a team environment, possess strong communication skills and be able to work independently to drive processes and meet deadlines.
- Provide clerical support and manage calendar for the Assistant Dean for Finance, as well as calendar management for the Dean of the college
- Assist with budget management and financial processes, including ordering office supplies, tracking inventory, and managing office subscriptions. Experience working with and providing support for Banner Finance systems including ePrints, OnBase and Concur is highly beneficial.
- Coordinate meetings, minute-taking and clerical support for CLAS committees and groups
- College record keeping (committee lists, minutes, award lists, etc.)
- Coordinate award and scholarship submissions
- Assist with proofreading, editing and communication materials
- Prepare reports which may require compiling and computing statistical data
- Answer or refer inquiries from students, faculty, staff, and the general public regarding established policies and procedures, as well as answer routine inquiries
- Other related duties as assigned
- Back-up assistance on resolving student issues
- Backup responsibility for the hiring, training, and coordination of work assignments for student employees.
- Perform receptionist duties such as receiving visitors, answering the telephone, taking messages
- Provide backup support for the CLAS personnel database
- 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 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 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 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.
- Some college coursework
- Experience in higher education
- IT expertise with the ability to problem solve information technology issues
- Intermediate knowledge and expertise in Qualtrics, all Microsoft Office programs, specifically Excel, MS Access, PowerBI and Teams
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.
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.
- 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.
Department/Division: College of Liberal Arts & Sciences, Dean's Office
Job Type: Full time, Monday through Friday, 8 am -5 pm
Application Deadline: August 11, 2022
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.
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, firstname.lastname@example.org, (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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Applications close: Eastern Daylight Time
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