Job Title: Administrative Assistant, University Communications
Classification: C5
Department: University Communications
Updated: August 2026

Job Summary

The University Communications Administrative Assistant provides administrative support to the Assistant Vice President for Creative and Multimedia Services and the Assistant Vice President for Media and Public Relations. This role also supports the University Communications department, serves as an ambassador for the office, and helps ensure the efficient operation of departmental activities.

Essential Functions:

• Provides administrative support to the Assistant Vice Presidents for Creative and Multimedia Services and Media and Public Relations, ensuring the efficient operation of the University Communications office.
• Performs confidential administrative duties on behalf of both Assistant Vice Presidents
• Manage and coordinate special projects and programs, including planning, data analysis, report preparation, recommendations, and implementation to ensure successful completion.
• Compile, analyze, and prepare statistical data and reports.
• Coordinate departmental special events, meetings, and functions.
• Act with a high degree of independence as a liaison with inside and outside contacts and in all support, functions related to department.
• Manage executive calendars, including scheduling, coordinating, and prioritizing appointments and meetings.
• Serve as the primary point of contact for University Communications business operations, ensuring compliance with university business policies and procedures.
• Maintain and reconcile complex budget records, monitor expenditure, prepare budget reports, and track account balances.
• Process transfer requests for the University Communications department.
• Act as Purchase Card administrator on behalf of University Communications.
• Coordinate confidential employment processes, including hiring documentation, employment contracts, and appointment letters for full-time employees and student workers.
• Provide administrative guidance and support for department staff.
• Coordinate the distribution of weekly university news releases.
• Coordinate scheduling and payment for freelance photographers, videographers, and broadcast professionals.
• Coordinate mailing operations for GV Magazine, working with internal partners, external vendors, the mailing house, printer, and the United States Postal Service to maximize distribution efforts.
• Maintain and update the Campus Crisis Communications Plan
• Coordinate faculty and staff and student employee search and hiring processes.
• Approves staff expense reports.
• Supervise and provide oversight for departmental student employees.
• Takes meeting minutes for departmental meetings.
• Coordinate catering and logistics for departmental meetings, lunches, and special events.
• Order printed materials and services through the GVSU Copy Center
• Create requisitions and purchase orders and process vendor invoices for payment.
• Order supplies for the University Communications department.
• Purchase video, photography, and equipment for department.

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
• Familiarity with publication processes, new media, computer, and video technology.
• 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. 

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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