The Administrative Assistant provides administrative and confidential clerical support for the Executive Director for Human Resources and the Human Resources team in a fast-paced and dynamic environment.
Salary/Benefits: C5 Level. Minimum starting salary of $25.46/hour + comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.
Essential Functions:
- Provides support and performs administrative work of a confidential nature for the Executive Director for Human Resources, including maintaining the calendar, scheduling meetings, and coordinating and implementing special projects.
- Provides support for the Human Resources team, including coordinating activities of the Human Resources Office; scheduling meetings and appointments; processing travel and expense reimbursements and other university forms; keeping the office well organized; coordinating major meetings, conferences, exhibits, and travel; and providing other support as needed.
- Completes confidential HR and personnel paperwork on behalf of HR leaders.
- Budget reporting and analysis: Tracks base and working budget changes; assists with monthly budget reports; investigates budget variances; prepares reports for the Executive Director to complete monthly analysis and projections; and prepares special reports as requested.
- Creates requisitions and purchase orders.
- Processes invoices.
- Directs the work of HR student employees.
- Coordinates employment search processes for all hiring in HR.
- Coordinates and implements events such as the annual service award party and appreciation luncheons, including room reservations, catering coordination, and room setup. Acts as a liaison to campus partners that require HR assistance with event planning.
- Coordinates with vendors for annual service anniversary gift ordering, presentation, and distribution.
- Coordinates and acts as a liaison with Human Resources vendors and campus partners to ensure proper functioning of office equipment; monitors and resolves routine issues.
- Develops, prepares, and/or composes correspondence requiring research, judgment, and discretion; routinely writes, edits, and submits materials for internal and external communications.
- Prepares reports, correspondence, presentation materials, spreadsheets, graphics, and other similar materials using Microsoft Office, and other applicable technology and information systems.
- Disseminates information to the campus community that may require explanation and interpretation of established university and departmental policies and procedures and directs individuals to sources of additional information.
- Supports projects and activities that may involve changing or non-routine circumstances.
- Creates, maintains, and updates electronic and paper records and recordkeeping systems, including data entry into Workday and electronic employee files.
- Participates in efforts to identify and implement process improvements in HR.
- Other duties as assigned.
Required Qualifications:
- High school graduate or equivalent.
- Minimum of five years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience in a supervisory role or equivalent.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to handle complex budget records and assist with financial concerns.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
- Ability to work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to maintain positive intercultural and interpersonal relationships.
Preferred Qualifications:
- Bachelor's degree in Business, Human Resources, or a related field.
- Demonstrated experience supporting a fast-paced office.
- Demonstrated experience working with budgets, invoices, and procurement activities in support of a department.
- Higher education experience.
- Supervisory experience.
How to Apply: Apply online at GVSU Careers. Please include a cover letter and resume. The online application will allow you to attach these documents electronically. If you have questions about the position or the posting, please contact [email protected]. If you need technical assistance, please contact Human Resources at [email protected].
Applicants must be legally authorized to work in the United States and must not require sponsorship now or in the future.
Application Deadline: The review process will begin September 4, 2026. The posting may be closed at any time at the discretion of the University thereafter.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request. See www.gvsu.edu/equalopportunity/. TDD Callers: Call Michigan Relay Center at 711 (in State) or 1-800-833-7833 (out of State).
Grand Valley State University is an Antidiscrimination/Equal Opportunity Employer, which includes providing equal opportunity for protected veterans and individuals with disabilities. University policy extends protections to additional identities.
Skills Required
- High school diploma or equivalent
- At least five years of relevant work experience
- Administrative and organizational skills
- Experience with Microsoft Office or equivalent computer software applications
- Data entry experience
- Typing, spelling, grammar, and proofreading competency
- Strong verbal and written communication skills
- Quality customer service experience
- Ability to work independently, organize work, and coordinate others
- Experience coordinating large projects
- Ability to handle multiple demands efficiently
- Supervisory experience or equivalent
- Ability to organize and prioritize workload
- Experience handling complex budget records and financial concerns
- Good judgment when navigating challenging workplace situations
- Ability to work under pressure and meet deadlines
- Satisfactory work performance and attendance records
- Ability to maintain positive intercultural and interpersonal relationships
- Bachelor's degree in Business, Human Resources, or related field
- Experience supporting a fast-paced office
- Experience with budgets, invoices, and procurement activities
- Higher education experience
- Supervisory experience
What We Do
Grand Valley State University is a public university based in Allendale, Michigan, that offers over 350 undergraduate and graduate programs, combining rigorous academics with hands-on learning.
