Administrative Assistant to the Vice President for Finance and Administration

Date:                 January 10, 2018

Title:                 Administrative Assistant to the Vice President for Finance and Administration

Job ID:              839

Schedule:          40 hours/52 weeks

Salary:               Meet & Confer Grade 13, $47,951 per year

Reports to:        Vice President for Finance and Administration

Close date:        Open until filled with an initial review on January 19, 2018

SUMMARY

This position supports the work of the Vice President, manages multiple operational processes, and provides customer support to a variety of both internal and external customers. A successful candidate will have strong problem solving skills, along with the ability to manage multiple tasks at one time, to work independently and provide excellent customer service.

ESSENTIAL JOB FUNCTIONS

• Provide assistance to the Vice President for Finance and Administration in the preparation of correspondence, maintenance of calendar, scheduling of appointments, coordination of meetings and events, and preparation of reports for internal and external audiences.
• Respond to concerns and questions from internal and external customers.
• Coordinate and monitor college travel including reconciliation and payment of the College travel card.
• Process employee reimbursement requests after reviewing for accuracy and compliance with applicable College policies and negotiated contracts.
• Process tuition reimbursement requests after reviewing for accuracy and compliance with applicable College policies and negotiated contracts.
• Prepare reports and other documents for negotiations as necessary.
• Perform basic accounting functions independently or in support of other budget and accounting personnel.
• Maintain contracts and update as needed.
• Maintain the Finance and Administration website.
• Maintain the Transparency reporting website in compliance with applicable State legislation.
• Manage department budget and perform general monitoring of budgets within the Finance and Administration division.
• Process faculty professional development reimbursements in accordance with faculty contract and applicable College policies.
• Coordinate the preparation of the Finance and Administration newsletter.
• Prepare and distribute meeting minutes as requested.
• Complete purchase orders for the office as needed.
• Order office supplies and materials as needed.
• Organize and maintain office filing system.
• Other duties as assigned.
• Maintain complete and accurate records of negotiation meetings, including handouts, notes, proposals, and Tentative agreements.
• Prepare and maintain confidential material for collective bargaining.
• Regular attendance during normal scheduled hours is required.Being present is essential for serving customers and performing the essential functions of this position.

JOB SPECIFICATIONS

Education

• Bachelor’s Degree required.
• National Career Readiness Certificate (NCRC) preferred.

Experience

• A minimum of three years of administrative assistance experience or the equivalent, preferably in higher education.
• A minimum of two years of basic accounting experience preferred.

Skills

• Demonstrated ability to work independently.
• Demonstrated problem solving ability.
• Above average to proficient computer skills, including Microsoft Office (MS Word, Excel, and Power Point) along with ImageNow and Peoplesoft (including financial components).
• Exceptional organizational skills along with the ability to prioritize work and complete tasks in a timely fashion.
• Excellent customer service skills and a willingness to help both internal and external customers.

Mental Demands

• Ability to explain and guide someone through the completion of a process or to work with someone to find a solution to an issue.
• Ability to manage multiple tasks and priorities simultaneously.
• Ability to perform daily tasks and work through unanticipated issues with limited supervision.
• Optimistic attitude and proven ability to both work independently and to be a productive and contributing member of a team.

Physical Demands

• Ability to work at a desk for long periods of time.

Working Conditions

• Professional office environment serving the executive leadership of the College.
• Frequent phone calls with requests for information and assistance from both internal and external customers along with some drop in customer traffic.

Method of Application

Grand Rapids Community College is only accepting online applications for this position at https://www.grcc.edu/jobs    Submit a cover letter and resume in one document.  This position will remain open until filled.  The committee will conduct an initial review of applications on January 19, 2018. Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an equal opportunity employer.  

Grand Rapids Community College creates an inclusive learning and working environment that recognizes the value and dignity of each person. It is the policy and practice of GRCC to provide equal educational and employment opportunities regardless of age, race, color, religion, marital status, sex/gender, pregnancy, sexual orientation, gender identity, gender expression, height, weight, national origin, disability, political affiliation, familial status, veteran status or genetics in all programs, activities, services, employment and advancement including admissions to, access to, treatment in, or compensation in employment as required by state and federal law. GRCC is committed to reviewing all aspects of GRCC programs, activities, services and employment, including recruitment, selection, retention and promotion to identify and eliminate barriers in order to prevent discrimination on the basis of the listed protected characteristics.  The college will not tolerate any form of retaliation against any person for bringing charges of discrimination or participating in an investigation. Further information may be obtained from the EEO Office or the Office of General Counsel, 143 Bostwick Avenue NE, Grand Rapids, MI 49503-3295.