Administrative Assistant

This position acts as a general assistant to the Associate Vice President for Civil Rights and Title IX and is responsible for a variety of essential tasks that ensure the efficiency and integrity of the office’s case management and resolution processes. Key responsibilities of this role include case processing and assignment to case leads, maintaining weekly case review data, coordinating hearing schedules, managing intake scheduling for Administrative Professional (AP) staff, and supporting Resolution Pool membership and commitments on OCRTIX cases. This in-person position is based primarily on the Valley Campus in Allendale, with occasional work on the City and Health Campuses as needed.

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:

• Provide high-level administrative support to the Associate Vice President including managing confidential communications, scheduling, and day-to-day operational needs.

• Coordinate and oversee special projects and programs- whether self-initiated through improving office functions or assigned- by planning logistics, analyzing data, preparing reports, and offering informed recommendations to support the unit’s goals.

• Serve as primary liaison for internal and external stakeholders, acting with discretion, professionalism, and a high degree of independence.

• Draft, edit, and prepare correspondence, reports, and materials for publications or internal/external communication, exercising sound judgment and attention to detail.

• Oversee confidential employment and hiring processes, including coordinating search logistics, drafting appointment letters and contracts, and supporting onboarding.

• Manage complex calendar scheduling for the Associate Vice President and departmental staff and coordinate travel arrangements and reimbursements.

• Maintain and analyze budgetary records, reconcile and monitor departmental expenditures, prepare financial reports, and serve as Purchase Card administrator for the Associate Vice President.

• Supervise departmental student employees, including hiring, training, scheduling, and providing ongoing support.

• Assist with planning and execution of office events and functions and provide administrative support for staff as needed.

• Generate reports, correspondence, presentations, and other materials using various computer systems including Outlook, Microsoft Office, Microsoft Teams, website content management system (CMS), and Maxient software.

• Participate in Committee Work throughout the Division of People Equity and Culture on a continual basis.

• Demonstrated experience to successfully provide quality customer service.

• Perform 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.

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