Office Assistant - WKKF/BCPS/ GVSU Partnerships Grant
Job Title: Office Assistant – WKKF/BCPS/ GVSU Partnerships Grant
Classification: C4
Department: CECI based WKKF BCPS Grant PIs
Updated: May 2024
Job Summary
This position provides administrative support to the department requiring strong attention to detail, excellent organizational skills, a high degree of accuracy, an ability to work independently, and prompt follow through.
Essential Functions
Administrative:
● Receives information in various forms and determines the appropriate method of processing.
● Responsible for the coordination/completion and the quality of the clerical work for the department which includes answering telephones, providing information, or routing emails and calls to appropriate person; open and route incoming mail and prepare outgoing mail, including bulk mailings; correspondence; maintain office filing system.
● Responsible for creating, maintaining, and updating files and record keeping systems; paper and/or computerized.
● Compiles and logically formats statistical data and reports.
● Maintains grant website through GVSU CMS, including the development of data gathering forms.
● Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures and directs individuals to sources of additional information across the grant team and with students, prospective students, and grant partners.
● Collaborates with grant team to create and continuously improve timelines and procedures.
● Helps promote programs to students via e-newsletters, websites, etc.
● Assists with admissions, course registration, and scholarship forms.
● Generates contracts for grant faculty.
● Generates reports, memorandums, correspondence, presentation materials spreadsheets and graphics, and other similar materials using computer systems.
● Creates and maintains database systems.
● Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
● Responsible for ordering office supplies; process various university forms.
● Supervises student employees and may act as a lead worker to other PSS.
● Processes student employee UltraTime and maintains appropriate records monitoring available dollars.
● Manages grant team’s schedule.
● Coordinates all clerical duties associated with staff searches.
● Coordinate and maintain departmental resources, i.e. library, vouchers, handouts.
● Other related duties as assigned.
Financial:
● Maintains set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, making recommendations as to projected budgets. Including:
o Complete purchasing, financial transactions, and bookkeeping duties, including reimbursements, invoice processing, transfer requests, accounts payable, and financial reconciliations for all grant projects.
o Develop annual programmatic line- item budget for planning and assessment; monitor project expenditures and provide information and processes honorarium and expense reports.
o Correspond with the Office of Financial Aid & Scholarships regarding funding for students.
o Verify budget detail with grant accountant.
Special Projects:
● Responsible for specific projects conducted by the grant, whether self-initiated or initiated by grant PIs, which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations, and other duties associated with the successful completion of a project.
● Provides support for grant PI’s, including managing of calendars and special projects, as assigned.
● Provides support to grant project leads, faculty, and staff, including scheduling meetings and communicating with project participants.
● Helps with event planning, including reserving rooms, catering, coordinating outreach, and making similar arrangements as needed.
● Coordinates special events and functions.
Non-Essential Functions
● Make travel arrangements
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
● Three-five (3-5) years of higher education experience
● Supervisory experience
● Knowledge of and experience with grant and/or teacher preparation programs
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.