Administrative Assistant I

Working/Functional Title

Administrative Assistant - Advancement

Position Summary

Serves as the lead administrative staff member for Advancement, including oversight for all clerical activities for the unit. Assists Assistant Dean of Advancement, Associate Director and Assistant Director of Development with donor visits and trip preparation, including the scheduling of visits and presentation materials.  The Advancement Assistant works under the supervision of the Assistant Dean of Advancement and in close cooperation with the other Directors and members ofthe CHM Advancement staff.  Provides principal administrative support to the Assistant Dean of Advancement and Associate and Assistant Director of Development; coordinates and arranges meetings/conferences with and among multiple executives including external organizations; designs, creates and disseminates Advancement reports.  Assists with web-based internal donor management system; compiles sensitive information for periodic reports; prepares meeting materials and travel agendas, assimilates priorities, anticipating needs, adapting and proactively facilitating overall team performance;interacts with the public, prioritizing inquiries; answering and directing phone calls; reviews, interprets, summarizes, and prioritizes incoming information and documents to ensure prompt attention; takes meeting minutes;prepares correspondence and other documents for the Assistant Dean, Associate Director and Assistant Director; monitors, analyzes, and reconciles related budget, expense, and other records; performs other duties as assigned. Will occasionally require early mornings, evenings, and weekends.   Occasional travel to East Lansing campus will be required.  Position is based at the Secchia Center of the College of Human Medicine in Grand Rapids, MI.


Unit Specific Education/Experience/Skills

Knowledge equivalent to that which normally would be acquired through the first two or three years of college, such as an Associate's degree in a business-related field or in a field which corresponds to the particular department of employment; six months to one year of related and progressively more responsible or expansive work experience in word processing, database, spreadsheet, presentation software and/or desktop publishing; office procedures, or in performing responsibilities related to the operational activities of the employing unit; or an equivalent combination of education and experience.  Valid driver’s license required.


Desired Qualifications

Bachelor’s degree; extensive experience in a broad range of office procedures; experience with EBS systems including SAP and Kuali financial systems; proficiency in Microsoft Outlook and Office software; including pivot tables, mail merges, PowerPoint, and Access; training and experience with Microsoft One Note a plus; excellent grammar skills with superior proofreading and the ability to compose correspondence and publications; demonstrated organizational skills, including attention to detail, ability to work independently and on multiple projects simultaneously with high-level accuracy in a deadline driven environment; ability to conduct research and gather information through various methods; including telephone, e-mail, and Internet; ability to analyze data and make recommendations for prospect management. Highly professional communication etiquette including, but not limited to in person interactions, effective phone conversations, e-mail and letter/memo composition skills; willingness to work as part of a team with a “can do” attitude across all campuses; self-starter with good decision-making skills and knowledge of development, particularly with higher education or not-for-profits.  Seek professional training, including further education, and attending conferences to develop and maintain knowledge and expertise necessary to provide leadership in the area of administrative support.  Understand and work to achieve high performances and quality standards for the College of Human Medicine and Advancement. Desire and commitment to further mission of the College of Human Medicine.


Required Application Materials



Special Instructions

This position is located at the College of Human Medicine, Secchia Center in Grand Rapids Michigan.

Work Hours


Bidding eligibility ends on 8/8/2017 at 11:55 PM