Job Title: Administrative Assistant
Classification: C5
Department: Office of Civil Rights and Title IX (OCRTIX)
Updated: July 2025

Job Summary

This position acts as a general assistant to the Associate Vice President for Civil Rights and Title IX and is responsible for a variety of essential tasks that ensure the efficiency and integrity of the office’s case management and resolution processes. Key responsibilities of this role include case processing and assignment to case leads, maintaining weekly case review data, coordinating hearing schedules, managing intake scheduling for Administrative Professional (AP) staff, and supporting Resolution Pool membership and commitments on OCRTIX cases. This in-person position is based primarily on the Valley Campus in Allendale, with occasional work on the City and Health Campuses as needed.

Essential Functions:

• Provide high-level administrative support to the Associate Vice President including managing confidential communications, scheduling, and day-to-day operational needs.
• Coordinate and oversee special projects and programs- whether self-initiated through improving office functions or assigned- by planning logistics, analyzing data, preparing reports, and offering informed recommendations to support the unit’s goals.
• Serve as primary liaison for internal and external stakeholders, acting with discretion, professionalism, and a high degree of independence.
• Draft, edit, and prepare correspondence, reports, and materials for publications or internal/external communication, exercising sound judgment and attention to detail.
• Oversee confidential employment and hiring processes, including coordinating search logistics, drafting appointment letters and contracts, and supporting onboarding.
• Manage complex calendar scheduling for the Associate Vice President and departmental staff and coordinate travel arrangements and reimbursements.
• Maintain and analyze budgetary records, reconcile and monitor departmental expenditures, prepare financial reports, and serve as Purchase Card administrator for the Associate Vice President.
• Supervise departmental student employees, including hiring, training, scheduling, and providing ongoing support.
• Assist with planning and execution of office events and functions and provide administrative support for staff as needed.
• Generate reports, correspondence, presentations, and other materials using various computer systems including Outlook, Microsoft Office, Microsoft Teams, website content management system (CMS), and Maxient software.
• Participate in Committee Work throughout the Division of People Equity and Culture on a continual basis.
• Demonstrated experience to successfully provide quality customer service.
• Perform other duties as assigned.

Non-Essential Functions:

Not Applicable

Required Qualifications:

• High school graduate or equivalent.
• Minimum of five 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 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:

• Bachelor’s degree.
• Experience in higher education.
• Experience or working knowledge of anti-discrimination laws.
• Familiarity with diversity, equity and inclusion theories and practices in higher education.

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.

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