Human Resources

Title: Advising Program Assistant - Seidman Undergraduate Student Services
Classification: C4
Department: Seidman - Undergraduate Services & Advising

Job Summary:  
Provide support to the administrative staff in the Seidman Undergraduate Student Services Office for the planning, coordination, and implementation of services provided to current and potential students.

Primary Duties & Global Responsibilities:

(Must be able to perform these duties; usually consist of more than 5% of your job.)

  • Provide administrative and clerical support for operation of Seidman Undergraduate Student Services including answering telephones, managing calendars and correspondence, maintaining electronic/paper recordkeeping systems and materials.
  • Receive information in various forms and determine the appropriate method of processing.
  • Compile and analyze data, prepare standard and requested reports, generate correspondence, presentation materials, spreadsheets, graphics, meeting materials, and other similar items using various computer systems.
  • Disseminate information that may require explanation and interpretation of established university and unit policies and procedures, and direct individuals to sources of additional information.
  • Assist faculty, staff, and students with academic concerns.
  • Review class schedules for incoming freshmen students, including those who participate in the Seidman Early Admission Program, and compose correspondence for any necessary adjustments.
  • Preview incoming transfer student records, compose and send correspondence requesting missing materials, such as updated transcripts, and make recommendations for suggested course work for registration process.
  • Perform work of a confidential nature for the Seidman Undergraduate Student Services office including pre-graduation audits for students and financial matters for programs and unit.
  • Coordinate and manage the go2gvbiz@gvsu.edu email site that responds to questions from current and prospective students, staff, and faculty about all aspects of the university in general and the Seidman College of Business in specific.
  • Develop and manage office database systems.
  • Edit and proofread office correspondence, reports, and materials for publication.
  • Maintain and analyze set of complex budgetary records (Banner) by performing bookkeeping related duties such as reconciling, monitoring, making and tracking expenditures, preparing statements regarding the status of the accounts, and making recommendations as to the projected budget.
  • Assist with the training of new AP and COT staff as well as graduate students.
  • Supervise student employees and may act as a lead worker to other COT staff.
  • Other related duties as assigned.

Minimum Required Qualifications:

  • High school graduate.
  • Minimum of four years related experience.  Related college coursework may be considered in lieu of some of the experience requirement.
  • Demonstrated experience to successfully work under pressure and meet deadlines.
  • Demonstrated experience to successfully maintain positive interpersonal relationships.
  • Demonstrated experience to successfully operate office equipment.
  • Demonstrated experience to successfully provide quality customer service.
  • Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
  • Demonstrated experience to successfully handle multiple demands efficiently.
  • Demonstrated experience in a supervisory capacity.
  • Possess strong verbal and written communication skills.
  • Demonstrated experience to successfully use various computer software applications.
  • Demonstrated experience to successfully work independently, organize own work, and coordinate work activities of others.
  • Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.

Desired Qualifications:  (Preferred in addition to required qualifications.)

  • Bachelors degree.
  • Higher education work experience.
  • Supervisory experience.
  • Experience with mainframe applications.

Supervision Received:  (Who provides supervision?)
Receives minimal supervision from a designated supervisor.  Much of the work is self-initiated.  Person is expected to function with considerable independence within given general assignments of responsibility.

Supervision Exercised:  (Whom do you supervise?)
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to the other COT staff member for special projects within the department/unit/division.

Revised Date: February 2009 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.