Administrative Assistant - Kirkhof College of Nursing

Grand Valley State University; Grand Rapids (MI); On-site; Full time

Job description

Job Summary: Acts as a general assistant to the Dean of the Kirkhof College of Nursing, performing non-routine office functions which substantially contribute to the college's objectives.

Essential Functions:

• Reports to and provides support for the Dean
• Serve as personal assistant to the Dean. Maintain professional atmosphere in Dean’s office. Schedule and maintain Dean’s calendar and travel schedule, plan and coordinate administrative activities, prepare correspondence, and evaluate mail. Ensure professional internal and external communication. Uphold confidentiality. Must be able to work independently and use critical judgment appropriately.
• Act as team leader for other PSS staff members within the college. Facilitate assessment of PSS activities and allocation of workload responsibilities by position. Make recommendations for workflow patterns, efficiencies, and improved outcomes, with ongoing monitoring and evaluation.
• Prepare/update and distribute organizational reference information to include current faculty and staff roster, yearly KCON Calendar, space assignment, faculty and staff handbook.
• Maintain confidential records in the Dean’s office, such as personnel files, student issues, and other personnel matters, including official school files.
• Provide clerical support to Administrative Team meetings; Faculty Organization; and Faculty Affairs Committee (FAC). For FAC, coordinate all faculty reviews and requests for promotion, tenure and sabbatical leaves.
• Coordinate faculty searches and assist with HR approval, create and arrange for search ads, coordinate interview schedules and travel arrangements for candidates. Facilitate hiring protocol for faculty positions and maintain Board action approvals.
• Prepare contract and assignment letters for Tenure track and Affiliate faculty; and contracts for summer overload compensation.
• Serve as resource to new tenure track and affiliate faculty, including the provision of organizational information, and office assignments.
• Assist with completion of surveys and confidential reports as needed, including maintenance of official files. This includes collecting data for monitoring outcomes for the KCON Strategic Plan.
• Provide direct assistance to Dean for coordination of special projects and preparation of presentations.
• Organize, plan and schedule events associated with activities of the Dean role.
• Act as Dean’s Office Liaison for Community Advisory Council, Community Advisory Board, Development, and Alumni Affairs. Support work for the development of endowed centers.
• Share responsibility with other PSS to cover the KCON main office, as needed.
• Other duties as assigned.

Non-Essential Functions:

• None

Required Qualifications:

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Demonstrated experience to successfully maintain positive interpersonal relationships.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills.
• 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 use various computer software.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory capacity.
• Demonstrated experience to successfully organize and prioritize workload.
• Possess excellent grammar and proofreading skills.
• Demonstrated experience to handle complex budget records and assist with budget issues.
• Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.

Preferred Qualifications:

• Bachelor’s degree.
• Experience in higher education.
• Supervisory experience.

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.

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.

Job Classification & Benefits:

• C-5 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.

Campus:Health Campus

Job Type: 12 months, Full-time (40 hours per week). Monday - Friday 8 a.m. - 5 p.m.

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 Dean Linda Lewandowski ([e-mail]). If you need technical assistance, please contact Human Resources at [e-mail] or 616-331-2215.

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: January 20, 2025

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.