Human Resources

Title: Charter Schools Office Assistant
Classification: C5
Department: Charter Schools

Job Summary:

Assist Administrative Officer in carrying out his or her office responsibilities, performing administrative work of a confidential nature and manage daily operations of the Charter Schools Office performing administrative work of a confidential nature.


Essential Functions and Responsibilities:

·         Assist with coordination of professional development events statewide.

·         Assist with development and distribution of documents for events.

·         Track and record participation.

·         Obtain and produce evaluation data.

·         Maintain and audit office database systems.

·         Maintain and audit office electronic and paper filing systems.

·         Remain current with best office practices for record keeping and ensure integrity of office documents.

·         Act as Purchase Card administrator on behalf of the Charter Schools Office.

·         Ace as liaison with university and external accounting offices.

·         Act as point of contact for all Charter Schools Office business practices, ensure office compliance with University Business Office standards and field questions regarding financial matters.

·         Assist by drafting and monitoring vendor contracts.

·         Assist to Process, submit and maintain a set of complex budgetary records by performing bookkeeping related duties such as; maintaining budget records, process expenditures including grants, reimbursements, interdepartmental charges, honorariums, vendor payments, State Aid payments, track Travel & Expense reimbursements, etc.

·         Assist with the Charter Schools Office Staff Meetings by preparing appropriate materials, minutes and other accommodations.

·         Assist Project Coordinator with projects, problems, or issues that involve planning and coordination of work.

·         Assist with designs, edits, and distribution of appropriate supporting materials.

·         Assist with the coordination and development of the Annual Report among other Charter School Office publications.

·         Assist in writing for publications, grant proposals, award letters, press releases, etc.

·         Design, edit and distribute materials using Microsoft Office Software, including bulk mailings, correspondence materials requiring research, judgment and discretion for internal/external communications.

·         Act with a high degree of independence as a liaison with internal and external contacts and departments in preparing materials, updates, and other functions related to Charter Schools Office business.

·         Hire, train, discipline, terminate, supervise and approve ultra time hours for student employees.

·         Answer phones, respond to general inquiries, process and investigate office initiatives and other duties as assigned.

·         Ensure professional and welcoming environment for Charter Schools Office guests.


Qualifications and Education:

·         Minimum of five years of experience in a position which required demonstration of administrative and organizational skills.

·         Proficient in Microsoft Office applications.

·         Excellent oral and written communication skills.

·         Related college course work/degree may be considered in lieu of some of the experience requirements.

·         Demonstrated ability to successfully work under pressure, with multiple interruptions and meet deadlines.

·         Demonstrated ability to successfully maintain positive interpersonal relationships.

·         Demonstrated ability to successfully provide quality customer service.

·         Demonstrated ability to successfully maintain satisfactory work performance and attendance records.

·         Possess strong verbal and written communication skills.

·         Demonstrated ability to successfully work independently, organize own work and coordinate work activities of others.

·         Demonstrated ability to successfully coordinate large projects.

·         Demonstrated ability to successfully handle multiple demands efficiently.

·         Demonstrated ability to successfully handle differing situations and problems in the work routine by exercising judgment.

·         Ability to function within general assignment of responsibilities.


Preferred Qualifications and Education:

·         Bachelors Degree

·         Experience in higher education.

·         Experience in charter schools and familiarity with school board administrative procedures.

·         Experience in the creation and publication of promotional materials.

·         Experience planning events.

·         Public relations experience including the writing of press releases and familiarity with social media.

·         Budget management experience.

·         Knowledge of SB-CEU approval and tracking process.

·         Supervisory experience.

·         Familiarity with university Business Office policies and procedures.



Supervision Received:  (Who provides supervision?)

Receives supervision and work assignments from a designated supervisor, although other staff members in the unit may provide work direction.

Supervision Exercised:  (Whom do you supervise?)

May be responsible for the coordination of work assignments for student employees.


Physical Demands:  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 function.


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.


Revised Date: August 2011 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.