Office Assistant - Central-West Muskegon
Office Assistant - Central-West Muskegon
Muskegon, MI
Full Time
R102798
This position provides comprehensive administrative and clerical support to the Director for Central-West Michigan and the Muskegon Regional Center. This role ensures smooth operations at the Muskegon Regional Center and effective coordination of GVSU programs, projects, events, and services, contributing to the successful implementation of Omni at GVSU initiatives in Central-West Michigan.
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:
• Administrative Support:
• Provide administrative support to the Director and other leadership staff, including managing schedules, maintaining files, and coordinating travel.
• Manage departmental communications: respond to inquiries, maintain email and social media accounts, and draft newsletters and promotional materials.
• Oversee the department budget with the Director, handling invoice processing, monitoring, and tracking expenditures, performing monthly budget reconciliation, managing expense cards, and approving transactions in Workday as the cost center assistant.
• Coordinate and assist with programs, projects, events, and services offered at the Muskegon Regional Center.
• Operational Support:
• Serve as the first point of contact for visitors, answer phones, provide information, and offer frontline support to faculty.
• Serve as primary contact for faculty and staff concerns and emergencies.
• Manage center inventory, including ordering office supplies and materials and processing relevant university forms.
• Compile and format data and reports.
• Provide basic troubleshooting support for IT and A/V equipment, assisting users with operational needs in classrooms, conference rooms, and event spaces.
• Provide oversite of facility needs by processing work orders and working with Muskegon Regional Center facility services.
• Maintain awareness of and contribute to the cleanliness, safety, and security of the center's facilities, collaborating with relevant departments (e.g., facilities, security) to address any concerns.
• Event Coordination & Liaison:
• Coordinate logistics for meetings, conferences, and events, including room reservations, AV equipment, and catering.
• Foster strong relationships with various GVSU departments to ensure seamless operations at the Muskegon Regional Center, including but not limited to IT, facilities, conference & event planning, public safety, and other relevant departments.
• Interpret university and departmental policies and procedures for internal and external stakeholders.
• Leadership & Special Projects:
• May act as a lead worker, providing guidance and support to other Professional Support Staff (PSS) members.
• Assist with staff searches and onboarding, including serving as the point of contact for processing new-hire paperwork for regional staff.
• Hire, supervise, and train student employees, utilizing Handshake and Workday for job postings and payroll management.
• Undertake special projects and other duties as required/assigned by leadership
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 efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• 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:
• Some college coursework.
• Experience in higher education.
• Event coordination experience.
• Highly organized with strong attention to detail.
• Supervisory experience.
• Familiarity with the City of Muskegon and/or Central-West Michigan communities, including professional connections or community engagement within the region.
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 Shawntain Jenkins (mailto:[email protected] or 616-331-6429). If you need technical assistance, please contact Human Resources at mailto:[email protected].
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: Friday, May 16, 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/6199137
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