00001062 - Administrative Assistant to VP of Finance and Administration

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. This role is responsible for employee reimbursement processes as well as the management of the employee tuition reimbursement program. A successful candidate will have strong  problem-solving skills, along with the ability to manage multiple tasks simultaneously, to work independently  and provide excellent customer service.

Requisition ID:
Position Number: 00001062
Employee Group:  Professional, Management and Administration
Schedule: 40 hours/52 weeks
Compensation:
Benefits: Full-time Part-time Limited Benefits
Reports to:
Posting Opens:
Posting Closes: 

ESSENTIAL 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 

  • Process faculty professional development reimbursements in accordance with faculty contract and  applicable College policies

  • Perform basic accounting functions independently or in support of other budget and accounting  personnel 

  • Represents the Vice President for Finance & Administration as needed in meetings and other events internally and externally

  • Maintain contracts and update as needed

  • Maintain the Finance and Administration website 

  • Maintain the Transparency reporting website in compliance with applicable State legislation

  • Maintain, update, test, and implement improvements in CWIS as it relates to reimbursement applications

  • Manage department budget and perform general monitoring of budgets within the Finance and  Administration division

  • Manage departmental records related to the Michigan New Jobs Training Program and coordinate requirements with external counsel as needed 

  • 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 various filing systems 

  • Maintain records of negotiation processes and bargaining sessions  

  • 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

  • Performs other related duties as assigned

JOB SPECIFICATIONS

Educational Credentials

  • Bachelor’s Degree required

Work 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 is preferred

Skills

  • Attention to detail  

  • Ability to work independently 

  • Problem solving  

  • Adept with technology. Above average to proficient computer skills, including Microsoft Office (MS  Word, Excel, and PowerPoint) along with ImageNow and Peoplesoft (including financial components) 

  • Organization  

  • Customer service

Physical Demands

  • Must be able to sit or stand for long periods of time

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; willingness to help both internal and external customers

  • Exceptional organizational abilities including the ability to prioritize work and complete tasks in a timely fashion

  • 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 work independently and to be a productive and contributing  member of a team

Working Conditions

  • GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website

  • 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

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