Administrative Assistant-IPEx

Administrative Assistant - IPEx

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STATUS: Part-time, Non-exempt (24hr/week, 48hr/pay period)

PAY: $15.97/hr

DEPARTMENT: IPEx

LOCATION: Grand Rapids, W.A. Lettinga Campus

REPORTS TO: Executive Director, IPEx

SUMMARY:

Become a vital part of Davenport University's Institute for Professional Excellence (IPEx), a dynamic team dedicated to empowering professionals and organizations to reach their full potential. As a key support member, you'll contribute to our mission of delivering innovative and impactful learning experiences that drive real-world results. Join us in fostering a culture of continuous growth, where you'll play a hands-on role in shaping the future of workforce development.

At IPEx, we partner with businesses and individuals to provide cutting-edge training and development solutions. We leverage Davenport University's academic excellence and industry expertise to create programs that address the evolving needs of today's workplace, enhancing skills, boosting performance, and fostering a culture of innovation. Our dedication to diversity, equity, and inclusion is part of the University's mission, vision, and values.

RESPONSIBILITIES:

• Orchestrate course preparation activities.
• Manage materials preparation processes for training courses including collaborating with vendors, coordinating shipments, and requesting printing.
• Champion financial accuracy by monitoring training payments, sending helpful reminders to participants, and managing the submission and tracking of all vendor invoices.
• Proactively follow up on outstanding corporate client invoices each quarter and maintain an organized tracking system.
• Help create and/or proof sales proposals based on direction from Business Development Managers.
• Support with corporate communications and event planning for corporate partnership events.
• Develop and update PowerPoint presentations for client engagements.
• Organize and archive Electronic files, and documents.
• Efficiently coordinate and schedule meetings for internal and external stakeholders, also managing all travel arrangements to ensure smooth and productive experiences.
• Assist with front desk coverage, compile content for IPEx reports, and other administrative tasks as needed.
• May process forms, i.e. l-9, requisitions, and travel vouchers.
• Understand and abide by all external and internal regulations and policies. This includes NCAA, GLIAC and national affiliations associated within athletics or other role specific regulations.
• Demonstrate and promote the University Cultural Values.
• Perform other duties as assigned

QUALIFICATIONS:

• High School Diploma required; Bachelor's degree preferred.
• Proven ability to thrive under pressure and consistently meet deadlines.
• Exceptional customer service skills with a passion for exceeding expectations.
• Demonstrated ability to work independently and collaboratively as part of a team.
• Experience handling multiple demands efficiently, including large projects.
• Strong organizational and prioritization skills.
• Proficiency in computer systems (Microsoft Suite; Google Suite; Salesforce.com).
• Ability to work effectively with people from diverse backgrounds and promote a positive, collaborative environment.
• Excellent interpersonal, communication, and presentation skills.
• Ability to communicate effectively with a wide range of stakeholders while maintaining confidentiality.
• Motivation, problem-solving capabilities, and a strong ethical compass.
• Unwavering work ethic.
• Ability to pass a pre-employment background investigation.
• Comfortable in a business office environment with prolonged sitting and standing.
• Business office environment. Prolonged sitting and standing. Use of personal computer and telephone (eye and hand strain). Some travel between campuses required (own transportation).
• No regular lifting requirements, occasional lifting up to 25 pounds.
• Must be able to work an irregular schedule, evenings or Saturday as needed, additional hours during peak times or as required.

This role provides a chance to contribute to the transformative impact of IPEx and Davenport University on individuals and organizations alike. Join us in shaping the future of professional development!

DAVENPORT UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER
Revised: 7/18/2025

To apply, visit https://apptrkr.com/6435578

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