Administrative Assistant

Grand Valley State University - Allendale, MI4.4

Job Summary:
Acts as a general assistant to the Vice Provost for Research Administration (RA) and the Executive Director for the Center for Scholarly and Creative Excellence (CSCE), performing administrative support, serving as a leader within the Professional Support Staff (PSS), and an ambassador for the office. This position substantially contributes to the objectives of the Vice Provost for Research Administration Office as well as the Center for Scholarly and Creative Excellence.

Essential Functions:
Performs administrative work of a confidential nature for the Vice Provost for Research Administration and other staff at Vice Provost’s direction
Coordinate the administrative and operational activities of the Vice Provost for Research Administration and the Center for Scholarly and Creative Excellence. Prioritize work flow of projects and staff for efficient completion.
Provides support for updating publications and web pages, and developing, updating and proofing brochures/newsletters as well as coordinating emails and mailings each semester
Assists all drop-ins and acts as a gatekeeper and ambassador for the Vice Provost for Research Administration
Coordinates responses to queries to the general email account and calls that come into the office
Assists with the creating, updating, and first level review for the electronic submittal of internal grant applications and final reports.
Assists with the writing, researching, organizing and formatting data for electronic submittal of grant applications to agencies
Responsible for coordinating CSCE and RA events and special functions
Maintains and analyzes set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, and making recommendations as to projected budgets.
Responsible for development and management of electronic file system; organizes and administer the office filing system
Responsible for calendar of the Vice Provost for Research Administration including assisting in work flow, project management and budgeting time for project work
Supervise student employees
Responsible for reports for RA and the CSCE.
Coordination of the Research and Development Committee meetings, grant reviews and sabbatical review.
Responsible for schedule monthly AP staff meetings and weekly one-on-one meetings with the AP staff.
Other related duties and activities as assigned

Required Qualifications:
High school graduate.
Minimum of five years of experience in a position which required demonstration of administrative and organizational skills. Related college course work/degree may be considered in lieu of some of the experience requirement.
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 in a supervisory role or equivalent.
Demonstrated experience to successfully organize and prioritize workload.
Demonstrated experience to handle complex budget records and assist with financial concerns.
Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
Ability to work under pressure and meet deadlines.
Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:
Bachelors Degree
Higher education experience
Familiarity with publication processes, new media, computer and video technology
3-4 years of experience supporting a senior level executive
Experience with social media platforms

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 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: C5 Level. Minimum starting wage of $21.24

Campus: Allendale

Application Deadline: December 21, 2018

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