BCOIS Office Assistant

 

Allendale, MI

 

Full Time

 

R103136

 

Provides administrative and clerical support for the Brooks College Deans, reporting to the Associate Dean of the College. This role provides support for academic and service programs within the college including a range of academic and non-academic units. This position coordinates a variety of duties where discretion and/or judgment concerning the procedures to use or policies to follow is required. This role also includes work of a confidential nature as well as liaison responsibilities with university offices and community partners.

 

Job Classification & Benefits: C4 Level. Minimum starting wage of $22.04 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:

 

• Provide administrative support to the Dean, Associate Dean, and Assistant Dean by assisting with academic and service programs within the college.

• Manage/maintain the Dean's and Associate Dean's calendars.

• Ensure smooth coordination/completion of high-quality clerical work for the office, which includes serving as a liaison between the Dean's Office and the university.

• Organize and implement processes for unit heads, program coordinators, and directors related to their annual performance reviews, appointments, and reappointments.

• Assist with the Brooks College strategic planning process, assessments, accreditation, and related reports.

• Hire, train, and supervise all student employees in the Dean's Office. This includes maintaining appropriate records, processing Workday reporting, plan student wages budget, mentor students, and complete student learner contracts.

• Coordinate alumni outreach for Brooks College.

• Recruit/coordinate faculty and staff to represent the college and university at various events.

• Manage the College nomination process for faculty and staff awards.

• Support shared governance committees within the college, including the Brooks College Personnel Committee, Brooks Faculty Council, and annual elections within the College.

• Assist with processing travel and expense forms/requisitions as needed (Workday), key requests, student registration/records requests, and other university forms for Brooks College.

• Manage communications and provide logistical support for SWS. For SWS, this includes tracking course approvals and waivers, assisting with the assessment process, and record-keeping for Writing Across the Curriculum program.

• Provide budget support for SWS and other projects as necessary. For SWS, this includes processing travel and expense forms, requisitions, honorariums.

• Receive information in various forms and determine the appropriate method of processing and routing.

• Disseminate information that may require explanation and interpretation of university and departmental policies and procedures, and direct individuals to sources of additional information.

• Assist with clerical duties associated with staff and faculty searches as needed

• Coordinate new employee processing.

• Provide information/reporting to executive branches as requested.

• Serve as backup support when other PSSs within the College are out of the office.

• Complete other duties as assigned.

 

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 effectively.

• 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:

 

• Bachelor's degree.

• Professional experience in higher education.

• Supervisory experience.

• Ability to articulate an understanding of interdisciplinarity and liberal education.

• Document design or website/content management system experience.

• Marketing/college recruitment experience.

• Ability to problem solve and use independent judgement.

 

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 Julia Mason (mailto:masonja@gvsu.edu or 616-331-3136). If you need technical assistance, please contact Human Resources at mailto:hro@gvsu.edu.

 

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 July 15, 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 http://www.gvsu.edu/equalopportunity/. 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 protected veterans and individuals with disabilities. University policy extends protections to additional identities.

 

To apply, visit https://apptrkr.com/6361694

 

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