Office Assistant â College of Computing Undergraduate Studies
Office Assistant â College of Computing Undergraduate Studies
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1 Vacancy
Job Description
Job Classification & Benefits:
C4 Level. Minimum starting wage of $22.04 per hour
Essential Functions:
Provide support for the Dean and Associate Deans primarily the Associate Dean for Undergraduate Education and Outreach including scheduling and managing of calendars correspondence and coordination and implementation of special projects.
Perform administrative work of a confidential nature for the Dean and Associate Deans primarily the Associate Dean for Undergraduate Education and Outreach.
Responsible for the coordination/completion and the quality of the clerical work for the undergraduate office which includes answering telephones providing information opening and routing incoming mail and preparing outgoing mail including bulk mailings; typing memos and other correspondence; maintaining office filing system mainly related to undergraduate studies and outreach.
Serve as the front line of contact for current prospective and past undergraduate degree students seeking information regarding the program awards teaching assistantships and information on undergraduate policies and procedures.
Coordinate and support special projects and programs conducted by the Office.
Develop prepare and/or compose responses to memos and correspondence requiring research judgment and discretion; routinely writes; edits and submits materials for internal/external communications.
Manage some of the college finances related to undergraduate studies (e.g. student travel support etc.) by monitoring reconciling tracking expenditures the creation of requisitions Banner OnBase maintaining excel database of budget requests. In addition help track approved expenditures related to undergraduate studies and outreach as we approach fiscal year-end.
Act with a high degree of independence as liaison with inside and outside contacts in preparing programs updates and other support functions related to office.
Assist Associate Deans Unit Heads Faculty and staff with administrative problems or concerns.
Perform and coordinate scheduling tasks and support services associated with preparing and making arrangements for major meetings conferences exhibits travel or other related duties for both internal and external contacts.
Act as a liaison for the College to other university offices.
Manage and act as a liaison in borrow/lend materials for the College.
Manage the coordination of all college annual course schedules and course changes. Assist Associate Deans in reviewing and researching course changes or implementation of new undergraduate courses. Act as liaison between the Deans office and departments/programs staff and faculty. Act as liaison with the Registrars office.
Coordinate with communication and marketing to advertise news about undergraduate studies and outreach including social media accounts and periodical newsletters.
Manage and monitor college student undergraduate course evaluations tracking and statistical data analysis and act as a liaison for the College.
Manage CoC committee representation requests. This will include initiating meetings logistics communication and recruitment.
Disseminate information that may require explanation interpretation and implementation of established University and College policies and procedures to departments and programs and directs individuals to sources of additional information.
Support the recruitment selection training evaluation and supervision of student employees and their employment records including teaching assistants graduate assistants and beyond.
Support the organization of events including orientation days for teaching assistants and extra-curriculum activities (e.g. panels seminars etc.).
Support undergraduate student success activities including a peer-mentorship program.
Other duties as assigned.
Non-Essential Functions:
Maintain unit intranet files and data storage.
Maintain syllabi records.
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 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.
Preferred Qualifications:
Bachelors degree.
Experience in higher education.
Experience working with online database and filing systems.
Supervisory experience.
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.
Working Conditions:
8am-5pm M-F. Normal office environment.
How to Apply:
Attach your cover letter and resume. The system will allow you to attach these documents electronically. If you have questions about the position or the posting please contact Alison Hodgson at . If you need technical assistance please contact Human Resources at .
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States a lawful permanent resident a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment.
Application Deadline:
Application closes June 1 at 11:59pm. This posting may be closed at any time at the discretion of the University.
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.See TDD Callers: Call Michigan Relay Center at 711 (in State) or 1- (out of State).
Grand Valley State University is an Antidiscrimination/Equal Opportunity Employer which includes providing equal opportunity for racial and ethnic minorities women protected veterans and individuals with disabilities. University policy extends protections to additional identities.
Employment Type
Full-Time
