Senior Administrative Assistant: Professional Learning Services - Michigan Virtual University

Deadline: 
Monday, June 26, 2017
District/Organization: 
Michigan Virtual University
Position Details: 

Position Title:  Senior Administrative Assistant
Reports To: Office Manager (Administrative Supervisor)
Department/Team:  Professional Learning Services
Supervisory Responsibilities:  None
Location:  Lansing Office, Lansing, MI
FLSA Status: Non-Exempt
Starting Pay: $17.50 per hour 

POSITION SUMMARY:
The Senior Administrative Assistant provides high-level, day-to-day executive support to the Executive Director of Professional Learning Services.  This position is a key member of the office support team which promotes consistency in core duties under the administrative guidance of the Office Manager.  The position facilitates office services through implementation of administrative systems, procedures, policies and monitoring of executive projects.  Levels of support and will vary between departments, based on prioritized need, requiring the ability to multi-task on a regular basis.  The Sr. Administrative Assistant will work under the collaborative functional guidance of the Executive Director.
 
ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

  1. Coordinates high-level support for administrative functions and activities of Executive Director of Professional Learning Services, as well as the Directors and PLS team.
  2. Coordinates external professional development events which include internal staff travel, invoicing of multiple school districts, SCECH documentation and reconciliation, ordering of presentation supplies and ordering food for the training days.
  3. Attends Michigan Department of Education (MDE) about SCECH rules and regulations.
  4. Schedules external meetings and appointments for the Executive Director and Directors of PLS.
  5. Provides pre and post travel for the PLS team in Concur.
  6. Serves as key contact for first line inquiries re: PLS services, point of contact for partner schools and organizations.
  7. Assists in the coordination of special projects, events and office activities.
  8. Facilitates and maintains key relationships and interactions across departments on behalf of one or more executives; ensures positive and productive internal customer relations.
  9. Attends meetings, drafts and distributes minutes as needed by the Executive Director and Directors of PLS.
  10. Creates, organizes and manages documentation and files as needed, including invoices, contracts, MOUs, purchase order requests and grant documentation.
  11. Maintains up-to-date individual and program calendars including coordinating telephone conferences, video and web conferencing.
  12. Administrative support in the processing of accounts payable and receivable – including the submission of reimbursement for substitute instructors.
  13. Replies to general information requests professionally with accurate information.
  14. Composes general correspondences, memos, charts, tables and graphs; proofreads copy for spelling, grammar and layout, making appropriate changes; and is responsible for accuracy and clarity of final copy.
  15. Oversees maintenance of accurate, up-to-date contact information, contract agreements, departmental files and records.
  16. Assists in the preparation and implementation of department budgets.
  17. Provides office support core duties including:  scheduling of both internal and external meetings and appointments; managing travel; coordinating office events including communication, set up, and materials; creating purchase order requests; operating the company telephone system; greeting clients, vendors and customers; creating original correspondence and documents including agendas; receiving and distributing company faxes; handling and distributing both packages and mail; handling the stocking and ordering of the office and kitchen supplies; managing office equipment; managing mail lists; and following standard office/administration protocols and procedures.
  18. Provides Tier1 Peak support to MVU Customer Care Center.
  19. Provides power user support for Adobe Connect and onsite MVU conference rooms.

 
OTHER DUTIES & TASKS:

  • Provide support and customer service to MVU constituents via telephone, e-mail and face to face interactions.
  • Provide support during peak enrollment/drop periods that includes processing refunds, responding to customer needs and maintaining fiscal records.
  • May be called upon to assist with special projects and assume responsibility for the development, administration and promotion of specific projects.
  • Support approved activity and task requests submitted by Educational Program and Outreach Directors.
  • Performs miscellaneous related duties as assigned.

REQUIRED EDUCATION, CERTIFICATIONS, & LICENSURES (minimum requirements):

  • Associates Degree /or an equivalent combination of education and experience.

REQUIRED EXPERIENCE (minimum requirements):

  • 3 to 5 years of administrative experience working in a team-based environment that includes a proven record of excellent service.
  • Intermediate proficiency in Microsoft Word, Excel, PowerPoint and Outlook, and navigating the Internet.

DESIRED EDUCATION and/or EXPERIENCE:

  • Associate’s Degree with emphasis on office management preferred.

REQUIRED KNOWLEDGE, SKILLS, & ABILITIES (minimum requirements):

  • Excellent interpersonal, verbal and written communication skills; professional demeanor.
  • Ability to maintain confidential correspondence and interactions.
  • Demonstrated organization skills; ability to manage multi-task assignments from numerous departments simultaneously.
  • On-time delivery of work product with attention to quality and accuracy.
  • Self-motivated and detail-oriented with a focus on achieving results.
  • Ability to adapt to new software platforms.
  • Effective telephone and customer service skills.
  • Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of stakeholders, students, teachers, and staff.
  • Demonstrated commitment to contribute to a safe work environment.
  • Ability to work a standard 40-hour week in the MVU office in Lansing, MI. 

WORK ENVIRONMENT and/or PHYSICAL DEMANDS:
The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of the job.

  • The work environment is that of a typical office and/or classroom setting.
  • Sit in a normal seated or standing position in front of a computer for extended periods of time.
  • The noise level in the work environment is usually low to moderate.
  • Ability to see and hear within normal parameters.

This position description is a general statement of required major duties and responsibilities performed on a regular and continuous basis; it is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee.  This position description does not exclude other duties as assigned.
 
EMPLOYMENT CONTINGENCIES:
A successful candidate may be required to:

  • Submit to a criminal background check, if requested (conducted by outside party).
  • Submit and pass pre-employment substance abuse testing, if requested.
  • Provide a photocopy of their valid driver's license for tax purposes.
  • Present a Social Security Card for name veritification and payroll purposes.
  • Sign a copy of the MVU Non-disclosure and Confidentiality Agreement and MVU Acceptable Use Policy for Computing Resources.
     

Michigan Virtual University is an equal opportunity, affirmative action employer.  Applications from women and minorities are encouraged.

Email: 
kjones@mivu.org
Job Type: