Job Title: Office Assistant - Seidman
Department: SCB Dean Office
Classification: C4
Updated: March 15, 2023

Job Summary

The position of Office Assistant will provide administrative support to the Seidman College of Business requiring strong attention to detail, excellent organizational skills, a high degree of accuracy, an ability to work independently, and prompt follow through. A main focus for this position will be tasks and processes related to college academic offerings and support of external and alumni relations activities.

Essential Functions

1. Manage the coordination of all college annual course schedules and course changes. Assist the Associate Dean in reviewing and researching course changes or implementation of new courses. Related to course scheduling, act as liaison between the Dean’s Office and departments/programs staff and faculty as well as the Registrar’s Office. Log and track course changes.
2. Ensure maintenance of course syllabi and “other evidence” as needed for accreditation.
3. Coordinate the college final exam schedule and resolve orphan class exams.
4. Implement and monitor the college’s mid-semester course evaluation process.
5. Monitor midterm and final grade submissions.
6. Provide administrative support to the Director of External & Alumni Relations such as scheduling meetings, managing calendars, making travel arrangements, and other clerical support as needed.
7. Develop, prepare, and/or compose responses to memos, correspondence, presentation materials and spreadsheets requiring research, judgment, and discretion; routinely write; edit and submit materials for internal/external communications as requested.
8. Receive information in various forms and determine the appropriate method of processing.
9. Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, and direct individuals to sources of additional information.
10. Coordinate and support specific projects and programs as assigned.
11. Assist the Associate and Assistant Dean’s, unit heads, and C5 PSS staff with administrative problems or concerns. In addition, provide clerical support to the Dean’s Office such as taking meeting minutes when requested, greeting and hosting visitors to the Dean’s Suite, answering phones, providing information or routing calls to the appropriate resource, opening and routing incoming mail and correspondence, maintaining office filing systems and other clerical tasks as needed. 
12. Create and maintain databases as needed.
13. Complete 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 judgment.
• 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

Experience with programs such as:

• Coursedog or other academic scheduling software
• Digital Measures
• GVSU CMS for website management

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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