Administrative Assistant - Charter Schools Office and Thompson Scholars

 

Grand Rapids, MI (Pew Campus)

 

Full Time

 

R102921

 

This position provides administrative support to the division leadership team, which includes work of charter schools, Thompson and Charter Scholars, data, accountability, communications and K-12 research and innovation.

 

Job Classification & Benefits:

 

C5 Level. Minimum starting wage of $24.19 per hour

 

Comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.

Essential Functions:

 

Administration

 

• Manage and execute projects/programs to ensure successful, timely completion, including planning, coordinating, data analysis, reporting, and recommendations.

• Ensure quality control for tasks, adhering to procedures and meeting accuracy, completeness, and professional standards.

• Prepare and analyze standard reports, using Microsoft Word and Excel (or other software to compile data).

• Schedule appointments and manage calendars for leadership as requested, ensuring regular communication and proactive provision of necessary support.

• Act as a liaison, preparing meeting materials, minutes, programs, updates, and managing relationships with internal/external stakeholders.

• Organize office files, maintain records management, and recommend updates and process improvements for office policies and procedures.

 

Budget and Finance

 

• Perform bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, and preparing budget statements regarding the status of accounts.

• Process all travel and expense requests and facilitate all external contracts and adjunct assignments.

 

Human Resources Duties

 

• Serve as liaison to Human Resources, including facilitating the hiring process, maintaining office personnel files, and ensuring confidentiality.

• Developing and maintaining documents and procedures to process adjunct and vendor contracts.

 

Other Duties

 

• Other duties as assigned.

 

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 a K-12 school setting.

• Independent, self-starter with a desire to introduce innovation and best practices focused on process improvement and service to stakeholders.

• Ability to communicate clearly and concisely, both orally and in writing.

• Willingness to provide a high level of customer service support to the internal office team and external stakeholders.

• High-level of understanding and experience with Workday processes and workflows, with an emphasis on finance and human resources.

• Experience using Workday Strategic Sourcing.

• Ability to develop and streamline financial processes and procedures to support the operations of the office and team.

• Ability to independently analyze and recommend solutions to process issues.

• Knowledge and practical experience using Microsoft Word, Excel programs and design software such as Canva.

• Experience developing spreadsheets to monitor and report information for a variety of purposes, including finances, complaints, large-scale events, demographic information, etc.

• Ability to aggregate data and information and provide written summaries for a variety of stakeholders.

• Excellent organizational skills.

• Demonstrated ability to problem-solve to solve complex problems.

• Demonstrated experience to handle complex budget records and assist with financial concerns.

• Interacts with all stakeholders in positive, supportive, and cooperative ways and provide courteous and accurate customer service.

• Ability to effectively complete tasks with frequent interruptions.

• Ability to work cooperatively and collaboratively with team members.

• Experience working effectively with other university departments.

• Experience drafting and editing formal correspondence.

• Experience with meeting and event planning.

 

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.

 

How to Apply:

 

Attach your cover letter and resume. The system will allow you to attach these documents electronically. If you have questions about the position or the posting, please contact Leah Breen at mailto:breenle@gvsu.edu. If you need technical assistance, please contact Human Resources at mailto:hro@gvsu.edu or 616-331-2215.

 

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment.

 

Application Deadline:

 

Application closes May 27, 2025.

 

To perform this job successfully, an individual must be able to perform each essential duty 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 as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request. See www.gvsu.edu/affirmative/. TDD Callers: Call Michigan Relay Center at 711 (in State) or 1-800-833-7833 (out of State).

 

Grand Valley State University is an Antidiscrimination/Equal Opportunity Employer, which includes providing equal opportunity for racial and ethnic minorities, women, protected veterans and individuals with disabilities. University policy extends protections to additional identities.

 

To apply, visit https://apptrkr.com/6237752

 

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