Job description

Senior Administrative Assistant
Van Andel Institute Graduate School (VAIGS) has an opening for a full-time Senior Administrative Assistant reporting to the Dean of the Graduate School. VAIGS develops scientists to be tomorrow’s biomedical research leaders through an intense, problem-focused Ph.D. degree in molecular and cellular biology. In this role, you will primarily support two Graduate School program lead staff and will play a key administrative support role in supporting curriculum design, implementation, assessment, and accreditation. This position is a valuable part of the continued development of the Graduate School.
Upon joining VAI, you can expect to:

• Coordinate multiple calendars and projects, include the exercise of independent judgment and tact when handling requests, resolving problems, and carrying out confidential matters.
• Support learning management software; set up courses, post learning materials, assist and advise students and faculty in efficient use of LMS features.
• Schedule and coordinate seminars, meetings, and presentations both in-person and virtually; prepare agendas, minutes, and reports; make travel arrangements for guests.
• Partner with Information Technology staff for computer hardware and software purchase, installation, and servicing.
• Establish and maintain departmental filing and archiving systems for course records, committee meeting minutes, and accreditation documents, while safeguarding appropriate confidentiality.
• Prepare monthly expense reports, track budgets, and coordinate travel for VAIGS program lead staff.
• Maintain appropriate levels of office supplies, equipment, work orders, etc.

This job might be for you if you:

• Have administrative work experience in higher education (college or university).
• Have experience supporting learning management software (preferably Canvas).
• Work independently and as a team member with other administrative and program lead staff to complete tasks and projects.
• Demonstrate strong organizational skills, attention to detail, and a sharp focus on efficient completion of tasks.
• Display a customer service mindset in working with students and faculty.
• Communicate efficiently both verbally and in writing.
• Effectively prioritize tasks to efficiently manage multiple projects.
• Have a high school diploma, GED, or equivalent, plus 5-7 years of administrative support, office, or the equivalent combination of education and experience.

Expectations:
The following are what we would expect you to be able to achieve within the first 6 months.

• 1 month – calendaring, supporting meetings, course implementation
• 3 months – expense reports, tracking budget, travel arrangements
• 6 months – supporting long-range projects for curriculum design, assessment, and accreditation

How to Apply: https://bit.ly/3cgs8OK
If you possess these attributes and enjoy working with motivated and driven people, we will welcome speaking with you and we encourage you to apply today!
In your application, provide us the following:

• cover letter outlining your administrative support experience, future career goals, and how these factors fit with the position described
• current resumé
• names and contact information of three professional references

If you have any difficulty uploading your application or any questions, please email Megan Doerr at Megan.Doerr@vai.org.
At Van Andel Institute, the health and safety of our people is our number one priority. As a condition of employment at Van Andel Institute, all employees are required to be fully vaccinated for COVID-19. “Full vaccination” is defined as two weeks after both doses of a two-dose vaccine or two weeks since a single-dose vaccine has been administered.
VAI is committed to achieving excellence through increasing diversity. We actively encourage applications from women, persons of color, persons with disabilities, and other underrepresented groups.
Van Andel Institute is an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer.
As Van Andel Institute is a drug and alcohol-free employer, all prospective new employees undergo a urinalysis/drug test as part of our pre-employment process. This is a 7-panel drug screen and it includes testing for marijuana, cocaine, amphetamines, opiates, PCP, barbiturates, and benzodiazepines.
About Grand Rapids, MI
Van Andel Research Institute is located in downtown Grand Rapids, Michigan. A remarkable combination of a cosmopolitan atmosphere and small-town warmth, Grand Rapids is known for its philanthropic and sustainability-driven community. It’s fun affordable and family friendly.
Located on the banks of the Grand River, Grand Rapids offers all the big-city excitement you'd expect from a million-resident metropolis, featuring hundreds of restaurants and nightspots, theatres, museums, sports and concerts. The safe and clean downtown is surrounded by an eclectic mix of walk-able neighborhoods and natural areas. With a medical and life sciences industry boom, strong entrepreneurial activity, dedication to green building and living, and innovative employers, Grand Rapids' diverse economy continues to grow, offering endless career opportunities.

Required Skills

Required Experience

Job Type: Full-time

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