Executive Assistant to the Vice President of Development
Grand Valley State University
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Grand Rapids, MI, USA
Posted on Oct 5, 2024
This position provides administrative and confidential clerical support for the Vice President for University Development and assists with the management of operational activities within the Division. This role is an integral part of a fast-paced and highly successful team focused on fund development and community engagement on behalf of Grand Valley. This position proactively manages and prioritizes all functions related to the professional responsibilities of the Vice President including coordination of incoming and outgoing communications, scheduling/calendar management, conflict triaging, referral and resolution, and assisting with special projects. This position requires the ability to handle changing priorities with confidentiality, good judgment, and discretion. The position must maintain excellent customer service, and high level of professionalism and integrity, be proactive in preventing and solving problems, and convey a demeanor befitting the executive office, Grand Valley State University and its leadership. The position serves as liaison to internal and external stakeholders and works inclusively and collaboratively with all levels of the University.
Salary and Benefits:
Minimum starting salary of $31.64 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.
Primary Duties:
Provides confidential support for the Vice President for University Development; works independently and proactively on administrative assignments and projects requiring analytical, organizational, communication, and problem-solving skills, often with deadline pressures.
Manages/maintains Vice President’s calendar including scheduling executive-level meetings, large group meetings, and routine committee and individual meetings; coordinates support services associated with meetings, conferences, travel, and other related activities.
Answers the Vice President's direct phone line, responds to email sent to the Vice President’s office account, and uses discretion and conflict resolution skills to triage all calls, requests and complaints, resolving issues as efficiently as possible.
Acts as a liaison between the Vice President and various on-campus and off-campus constituents. Serves as a primary point of contact to represent both the organization and Vice President in a positive and professional manner. Corresponds on behalf of the Vice President as requested.
Works collaboratively with all members of the Vice President’s Office and coordinates the completion of tasks with the Executive Associate.
Creates, processes, and maintains confidential materials for executive-level meetings including materials for the Board of Trustees and GVU Foundation Board of Directors. Prepares the Vice President for active participation in regular and ad-hoc meetings of the Senior Leadership Team.
Schedules, prepares, and attends regular and ad-hoc meetings as directed by the Vice President. Drafts agendas in advance and take and distribute minutes.
Manages expense and mileage reporting, reviews/prepares documents of varying types for the Vice President’s signature/approval and supports timely completion of regular HR processes by the Vice President.
Maintains essential documents related to the Office of the Vice President and the division as a whole. Contributes to the regular review and updating of policies and procedures.
Assists the Vice President in establishing and maintaining successful relationships by conducting appropriate research, offering insight, tracking activity, and leading and/or supporting moves management processes.
Supports gift acknowledgement and donor stewardship practices that involve the Vice President including receipts, thank-you cards, expressions of sympathy, and other tasks as required.
Plans, coordinates, and carries out special projects as directed by the Vice President. Monitors progress on various initiatives.
Contributes positively to the culture of the division demonstrating a commitment to continued growth within each of Grand Valley’s core competencies for employees.
Performs other duties as required/assigned by leadership
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.
Preferred Qualifications:
Bachelor’s degree.
Higher education or business experience.
Strong written and verbal communications skills.
Experience supervising/supporting college students .
Experience in or demonstrated understanding of diversity, inclusion, and equity.
Understanding of Grand Valley State University as an organization, including its systems and processes.
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.
Working Conditions:
Standard office environment
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 University Development at 616-331-6000. If you need technical assistance, please call Human Resources at 616-331-2215.
Application Deadline:
Application closes October 20, 2024 at 11:59pm. This posting may be closed at any time at the discretion of the University.
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 Affirmative Action/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.
This job is no longer accepting applications
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