Administrative Assistant Vice Preseident of Finance and Administration

TITLE:                        Administrative Assistant

DEPARTMENT:           Vice President of Finance and Administration

REPORTS TO:             VPFA

CLASSIFICATION:     Full-time, Non Exempt (Hourly)

RESPONSIBILITES:

VPFA Support

• Manages all incoming documents for timely distribution and filing.
• Creates and maintains filing system which meets all regulatory and VPFA requirements.
• Develops, maintains and adjusts as necessary the VPFA calendar.
• Handles logistics for travel, meetings and conferences, oversees ordering and maintenance of office supplies and forms.

      Financial Services Support

• Manages all incoming documents for timely distribution.
• Processes and prepares all Accounts Payable documents for system input in accordance with accounting policies.
• Manages and maintains Financial Services filing system which meets all regulatory and departmental requirements.

      Information Technology Support

• Manages all incoming documents for timely distribution.
• Creates and maintains filing system which meets all regulatory and departmental requirements.
• Receives and manages all employee PC purchase requests.

      Human Resources Support

• Coordinate the collection, entry, and distribution of all incoming paperwork for staff, new employees (full-time, part-time, temporary, contingent), faculty and adjuncts.
• Enter in Datatel new salaried, hourly, part-time, temporary, mentors, instructors, faculty, and adjunct employees.  Enter personal changes and change in status upon termination.
• Send memo and exit interview form to department head/manager and voluntary terminating employee.
• Keep track and send 90-day introductory Employee Performance Review forms to department heads for new employees and transfers.  Keep an ongoing detailed report of introductory forms sent and returned.
• Prepare letter of agreement for new hourly and salaried employees.
• Assemble Employee Handbooks; keep a detailed report of distribution and return of Employee Handbooks along with Marygrove Policies.
• Create and keep updated record of receipt of signed copies of Confidentiality of Records and Conflict of Interest Policies from new employees.
• Maintain detailed reports for posted and filled positions (by fiscal year) from Authorization to Search forms.
• Maintain and keep current detailed file for Employee Status Forms and Eligibility to Work in the U.S. Forms (I-9’s).
• Update and send monthly Marygrove Phone Directory (alphabetical, academic, department, and cover sheet) of changes to MG employees.
• Send to Webmaster positions to post on website and information for Intranet and Internet.
• Maintain internal posting boards outside of Human Resources and in the Liberal Arts Building.
• Organize and make sure MGC staff have job description on file and on the Intranet  
• Respond to applicants receipt of resume/application.  Make a copy for office file and send original to department head with open position.
• For applicants who apply by e-mail: Reply back and forward to department head and file.  Create a file folder each month on the computer for resumes received via e-mail.
• Assist faculty and department heads with reference checks.
• Perform state and out-of-state criminal history checks.
• Created new detailed alphabetical filing system for resumes.
• Type letter of appointment for exempt and non-exempt.
• Created and maintain the following binders:
• Authorizations to Search for filled positions (a new binder is created every fiscal year).
• Authorizations to Search for open positions.
• Job descriptions by department (a detailed file is also kept on the computer.
• Maintain and keep current Human Resources information and forms on Intranet and “G” drive, listed under Human Resource information and forms.
• Assemble and provide information booklets; send letter of invitation to new employees; send notice to supervisors and presenters for New Employee Orientation.
• Assemble and provide training materials binder for New Management.
• Arrange and set-up calendar of dates and location of Management and New Employee Orientation Meetings.
• Provide administrative support for the preparation and distribution of annual staff compensation letters.
• Responsible for maintaining and posting of current Federal and updated Michigan mandatory labor law compliance information.
• Arrange meeting dates for Employee Recognition Committee and assist on various projects.
• Prepare letters, documents, and memos. Arrange meetings, complete check requisitions, purchase orders, and maintain supply inventory.
• Perform detailed work with accuracy; work on project-based assignments, meet deadlines, and multiple tasks effectively.
• Maintain confidentiality.

REQUIREMENTS/QUALIFICATIONS:

• High School diploma with a minimum of two years college
• Significant level of computer literacy, particularly as it relates to Word, Excel, Power Point
• Excellent verbal, written, quantitative and organizational skills
• High level of professionalism, motivation, initiative and independence
• Outstanding customer service skills
• Ability to oversee and manage projects
• Ability to gather and analyze data
• More than five years progressively responsible experience in an administrative position
• Prior financial, human resource and executive support is preferred

TO Apply:

The screening process will continue until a successful candidate is chosen.  Email resume, cover letter with salary requirement and three employment references to This email address is being protected from spambots. You need JavaScript enabled to view it. (state title of position on subject line).  For information on the College see www.marygrove.edu.  Marygrove is committed to achieving a faculty and staff that is reflective of its diverse student body, and welcomes and encourages applications from members of communities historically underrepresented in higher education.  EOE