Job Title: Office Assistant - People, Equity, and Culture
Classification: C4
Department: People, Equity, and Culture
Updated: April 2025

Job Summary

Provides administrative and confidential support for the People, Equity and Culture division. Oversees customer service and daily operations of the Human Resources (HR) department.

Essential Functions

• Lead the front desk operations in HR, overseeing the customer service support for faculty, staff, and external contacts via phone, email, and in-person; ensure the HR office front desk and main phone line and email are covered at all times.
• Serve as a first point of contact and provide accurate information and guidance to GVSU community on HR policies, processes, and university resources, or direct individuals to the appropriate campus resources.
• Triage HR inquiries with the expectation of one-call resolution for standard questions.
• Ensure consistent coverage of the HR front desk by coordinating with student employees or providing coverage personally during absences.
• Process and route a variety of HR-related documents that may include sensitive and/or confidential information (e.g., form I-9’s, employment verifications).
• Utilize HR systems and software to perform administrative tasks, data analysis, and report preparation.
• Coordinate meeting and event scheduling—including room reservations, AV setup, catering, preparing presentation and/or print materials, and other supply management—for the division.
• Ensure that office space within the division is being utilized and is accessible by everyone (includes space in the Human Resources, Inclusion & Equity, Office of Civil Rights & Title IX office suites).
• Maintain office supply inventory for the division and place weekly orders.
• Create processes to be used by the division for meetings, supply management, catering, and other support functions.
• Provide backup support for other administrative staff in the division.
• Handle incoming and outgoing mail, including special or bulk mailings.
• Hire, train, and supervise the day-to-day work of HR student employees.
• Manage new student employee onboarding for the division to ensure a consistent onboarding experience.
• Support the maintenance of division websites by reviewing and coordinating updates to ensure information is accurate.
• Perform other duties as assigned.

Non-Essential Functions

Not Applicable.

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

• Bachelor’s degree.
• Higher education experience.
• Human Resources, benefits and HRIS 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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