Senior Administrative Assistant - Michigan Virtual Learning Research Institute & Vice Presidents

Deadline: 
Tuesday, October 17, 2017
District/Organization: 
Michigan Virtual
Position Details: 

Position Title:  Senior Administrative Assistant
Reports To:  Leader for Administrative Operations & Customer Care (Administrative Supervisor)
Department/Team:  Executive Office and MVLRI
Supervisory Responsibilities:  None
FLSA Status:  Non-Exempt
Location: Lansing Office, Lansing, MI
Starting Pay:  $19.00 per hour

To Officially Apply, Click Herehttps://a1-7.applitrack.com/mvu/onlineapp/JobPostings/view.asp?FromAdmin...

POSITION SUMMARY:
The Senior Administrative Assistant provides high-level, day-to-day support to the Vice President of Michigan Virtual, the Vice President of Business Strategy, and the Michigan Virtual Learning Research Institute. This position is also a key member of the office support team which promotes consistency in core duties under the administrative guidance of the Leader for Administrative Operations & Customer Care. Levels of support will vary based on prioritized need, requiring the ability to multi-task on a regular basis. Responsibilities include administrative support of various levels, coordinating internal and external activities, making travel arrangements, creating purchase order requests, managing consultant contracts, operating the company telephone system, ordering of office supplies, greeting clients, vendors, and customers, and creating original correspondence and documents. The Administrative Assistant must have the ability to multi-task, prioritize, work in a face-paced environment, have strong communication skills, and function in a team environment.
 
ESSENTIAL FUNCTIONS & RESPONSIBILTIES:         

  1. Coordinates high-level support for administrative functions and activities of the Vice President of Michigan Virtual, the Vice President of Business Strategy, and the Michigan Virtual Learning Research Institute team.
  2. Coordinates events for teams, which include preparing, managing, and organizing contracts, ordering of presentation supplies as well as site visit and conference materials, and ordering food for internal and external meetings.
  3. Coordinates travel arrangements for individuals including preparing pre- and post-travel vouchers. (Coordinates travel for MVU employees, including but not limited to creating pre-travel requests, booking all travel needs such as flight, hotel and rental car reservations and reconciles travel expenses upon return from travel).
  4. Schedules external meetings and appointments for the Vice President of Michigan Virtual and the Vice President of Business Strategy.
  5. Schedules webinars and podcasts.
  6. Provides pre and post travel for the Vice President of Michigan Virtual, the Vice President of Business Strategy, and the Michigan Virtual Learning Research Institute team in Concur.
  7. Serves as key contact for first line inquiries re: the Vice President of Michigan Virtual, the Vice President of Business Strategy, and the Michigan Virtual Learning Research Institute team.
  8. Assists in the coordination of special projects, events, and office activities.
  9. Facilitates and maintains key relationships and interactions across departments on behalf of one or more executives; ensures positive and productive internal customer relations.
  10. Attends meetings, drafts and distributes minutes as needed by the Vice President of Michigan Virtual, the Vice President of Business Strategy, and the Michigan Virtual Learning Research Institute team.
  11. Creates, organizes, and manages documentation and files as needed, including invoices, contracts, MOUs, purchase order requests and grant documentation.
  12. Maintains up-to-date individual and program calendars including coordinating telephone conferences, video, and web conferencing.
  13. Provides administrative support in the processing of accounts payable and receivable.
  14. Replies to general information requests professionally with accurate information.
  15. 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.
  16. Oversees maintenance of accurate, up-to-date contact information, contract agreements, departmental files and records.
  17. Delivers customer care in compliance with Michigan Virtual regulations, quality standards, and customer service care practices and protocols as part of the extended care team when activated. Using a variety of software applications and technologies to deliver information to customers in all Michigan Virtual services and products.  Records customer contacts in a call center and in a ticketing application.
  18. Other duties as assigned.

 
Michigan Virtual Learning Research Institute (MVLRI)

  1. Compiles, proofs and executes consulting contracts for VP approval.
  2. Schedules and facilitates communication for the MVLRI team.
  3. Manages database for all MVLRI contracts, MOU’s, RFP’s, etc.
  4. Serves as key contact for first line inquiries re: MVLRI services.
  5. Assists in on-site MVLRI events as assigned by VP.
  6. Manages contracts, projects, and publication tasks in Wrike, working closely with business services and marketing teams.

 
OTHER DUTIES & TASKS:

  • Creates, organizes and manages documentation and files as needed.
  • Researches, gathers, validates and reports on and enters necessary information.
  • Attends meetings, drafts and distributes minutes as directed by supervisor.
  • Power user > Travel monitor/agent- expert in MVU travel policies and procedures.
  • Power user > Adobe Connect/Conference Rooms.
  • Provides Tier 1 Peak support for Michigan Virtual Customer Care Center.
  • Provide support and customer service to Michigan Virtual constituents via telephone, e-mail and face to face interactions.
  • May be called upon to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects.
  • Performs miscellaneous related duties as assigned.

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

  • Bachelor’s Degree or an equivalent combination of education and experience.

 
REQUIRED EXPERIENCE (minimum requirements):

  • 3 to 5 years of demonstrated experience as an administrative assistant.
  • Intermediate proficiency in Microsoft Word and Outlook, and navigating the Internet.
  • Strong interpersonal and verbal communication skills; professional image and demeanor.
  • Must be able to use discretion and maintain confidentiality.
  • Must possess strong organizational skills.
  • Ability to think critically and make necessary decisions for business.
  • Must be able to multi-task and work well under pressure.
  • Effective telephone and customer service skills.

 
DESIRED EDUCATION and/or EXPERIENCE:

  • Bachelor’s Degree with emphasis on office management preferred.
  • Excellent customer service, as well as verbal and written communications.
  • Strong computer skills, including proficiency with Microsoft Office, Project Management and SharePoint.

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

  • Self-motivated and detailed-orientated with a focus on achieving results.
  • Must be able to multi-task and work well under pressure.
  • 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 forty-hour week
  • 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 Michigan Virtual 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 Michigan Virtual Non-disclosure and Confidentiality Agreement and Michigan Virtual Acceptable Use Policy for Computing Resources.
     

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

Email: 
kjones@michiganvirtual.org
Job Type: