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If you are unable or limited in your ability to access our career website as a result of a physical or mental impairment, please contact Human Resources at (616) 331-2215 or hro@gvsu.edu to request a reasonable accommodation. You may also access this resource to request accommodations prior to or during the interview process. Your privacy is important to us, therefore, we will only share information regarding accommodations on a need to know basis.

Office Coordinator - Brooks College Dean's Office

Apply now Job no: 492853
Work type: PSS - Professional Support Staff
Location: Allendale
Categories: Brooks College of Interdisciplinary Studies

Required Qualifications:

  • High school graduate.
  • Minimum of three years of related experience and/or relevant training.
  • Experience with various computer software applications such as Microsoft Office and/or equivalent.
  • Demonstrated experience to successfully operate office equipment.
  • 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.
  • Ability to 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:

  • Some college course work.
  • Higher education experience.
  • Supervisory experience.
  • Previous experience with website and database management.
  • Previous experience managing social media platforms.
  • Previous experience producing office communications for external audiences. 

Responsibilities

Essential Functions:

  • Maintain websites for the Brooks College of Interdisciplinary Studies (Brooks College), the Supplemental Writing Skills Program (SWS) and the Lake Michigan Writing Project (LMWP), and create attractive and effective content for these websites that adheres to university standards. This includes working with a variety of faculty and staff to ensure web information is current.
  • Interact with and monitor social media platforms for Brooks College and LMWP.
  • Create and maintain database systems. Responsible for data entry, maintenance, management and report retrieval.
  • Generate reports, presentation materials, spreadsheets and graphics, and other similar materials using computer systems.
  • Create, maintain, and update files and record keeping systems (paper and/or computerized). Compile and logically format statistical data and reports.
  • Collect and distribute information for annual reports, Brooks College newsletters, faculty/staff awards, strategic planning, enrollment/faculty load, and other reports.
  • Provide support within Brooks College in areas of communication, research, statistical compilation, and preparing SWS/LMWP meeting minutes. 
  • Serve as a point of contact for SWS, and LMWP to explain and interpret relevant university and departmental policies and procedures, and direct individuals to sources of additional information.
  • Receive information in various forms and determine the appropriate method of processing.
  • Manage communications and provide logistical support for SWS and LMWP. For SWS, this includes tracking course approvals and waivers, assisting with the assessment process, and record-keeping for Writing Across the Curriculum program. For LMWP, this includes generating recruitment and publicity materials for various LMWP initiatives (Invitational Summer Institute, Teacher Research Institute, Open Institutes, Professional Development Workshops, and Youth Writing Camps), advertising, recruitment, and enrollment for LMWP Summer Camps, and generating and managing necessary permissions and medical releases for youth writing camps.
  • Provide budget support for SWS and LMWP. For SWS, this includes processing travel and expense forms, requisitions, honorariums. For LMWP this includes reconciling and tracking expenses, scholarships and stipends, as well as generating data-entry drafts of required budget and program activity reports for grants (e.g. the National Writing Project requires funding requests in Winter, budget updates in Winter and Fall, and annual Site Profile Reports in Fall).
  • Coordinate with other office staff to ensure the completion of high quality clerical work for the office, which includes answering telephones, providing information, or routing calls to appropriate person; opening and routing incoming mail and preparing outgoing mail, including bulk mailings; typing memos and other correspondence; maintaining office filing system.
  • Conduct special projects and assist with events as directed.
  • Complete other related duties as assigned.

Supervision Received:

Receives general instruction from a designated supervisor but is generally expected to work independently.

Supervision Exercised:

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other 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.
     

Salary: C-3 Level. Minimum starting salary of $ 16.79

Campus: Allendale

Application Deadline: May 24, 2018

How to Apply: Apply online at jobs.gvsu.edu and select "Apply now".  Please include a cover letter and resume.  The online application will allow you to attach these documents electronically.  On the application, you will be required to provide names, phone numbers, and e-mail addresses for three professional references.  If you need assistance, call Human Resources at 616-331-2215

Grand Valley State University is guided by values for inclusiveness and community which are integral to our mission to educate students to shape their lives, their professions, and their societies, and to enrich the community through excellent teaching, active scholarship, and public service. The University is an affirmative action, equal opportunity institution. It encourages diversity and provides equal opportunity in education, employment, all of its programs, and the use of its facilities. Members of the University community, including candidates for employment or admissions, and visitors or guests have the right to be free from acts of harassment and discrimination, including sexual misconduct, which are prohibited if they discriminate or harass on the basis of age, color, disability, familial status, height, marital status, national origin, political affiliation, race, religion, sex/gender (including gender identity and expression), sexual orientation, veteran or active duty military status or weight. The University will provide reasonable accommodations to qualified individuals with disabilities. See www.gvsu.edu/affirmative/. [Include the following for job advertisements:] TDD Callers: Call Michigan Relay Center 1-800-649-3777.

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.

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