Administrative Assistant to the Vice President of Governmental and Community Affairs

Job Title:

Administrative Assistant to the Vice President of Governmental and Community Affairs

Full or Part Time:

Full time

Hours:

40

Exempt:

Yes

Supervisory Org:

Governmental and Community Affairs (PM)

Job Description:

JOB SUMMARY:  Provides administrative and operational support to the Vice President of Governmental and Community Affairs. Manages executive-office workflow, Governmental Affairs administration, operations of the SVSU Community Development Fund, financial and records systems, and day-to-day direction of student employees. This full-time position reports to the Vice President of Governmental and Community Affairs.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Manage and prioritize the Vice President's calendar, meetings, travel, briefing needs, correspondence, and follow-up to priorities of the Office of Governmental and Community Affairs.
• Assist with Governmental Affairs administrative workflow, including official and legislative meetings, coordination with governmental-relations firms in Lansing and Washington, D.C. Prepare briefing folders, invitations, RSVP tracking, contact lists, issue and approved communications.
• Manage the administrative and financial operations of the SVSU Community Development Fund in conjunction with the Assistant Director of Community Affairs.
• Prepare, format, proofread, and retain routine correspondence and approved letters issued by the Vice President in conjunction with the Assistant Director of Community Affairs.
• Process Workday transactions, purchasing, invoices, deposits, PCard reconciliation for the Vice President.
• Assist with budget tracking, and reports; maintain records, files, shared calendars and inboxes, templates, and approved digital communications for the Office of Governmental and Community Affairs.
• Assist the Assistant Director of Community Affairs with various after hours programming around the Great Lakes Bay Region.
• Engage with various special projects for the Office of Governmental and Community Affairs.
• Provide day-to-day work direction for student employees, including scheduling, training, task assignment, and timesheet review.
• Exercise sound judgment, confidentiality, and tact with University leadership, public officials, and community partners.
• Work on campus, remotely when approved, and at off-campus locations; work occasional evenings and weekends and travel locally or regionally as required
• Perform other similar duties as assigned by the Vice President.

SUPERVISION RECEIVED:

General supervision is received from the Vice President of Governmental and Community Affairs.

SUPERVISION EXERCISED:
Provides day-to-day work direction, scheduling, training, and timesheet review for student employees.

MINIMUM QUALIFICATIONS:

• Associate degree in a related field, or an equivalent combination of education and progressively responsible experience.
• Four years of progressively responsible administrative experience, including support for an executive or senior administrator.
• Experience with executive calendars, correspondence, meetings, governmental or committee workflow, purchasing, invoices, or expense processing, budgets, and records.
• Excellent written, oral, interpersonal, organizational, customer-service, confidentiality, and administrative-judgment skills.
• Proficiency with Microsoft 365 and ability to learn Workday, electronic communication, web-content, and other specialized systems.
• Ability to work independently, prioritize deadlines, interact effectively with all members of the campus community, work occasional evenings or weekends, and travel locally or regionally. 
• Ability to perform the essential duties of the position with or without accommodations.

PREFERRED QUALIFICATIONS:

• Bachelor's degree in a related field.
• Executive support experience in higher education, governmental affairs, public administration, or state / local government.

 

WORKING ENVIRONMENT & EMPLOYMENT CONDITIONS:

• Duties are performed in an office environment, remotely when approved, and at campus, governmental, community, and off-campus locations. Work involves frequent computer and telephone use, and occasional evening or weekend assignments.
• All work associated with this role must be performed within the state of Michigan.

 

 

Applicants must be legally authorized to work in the United States at the time of hire and throughout their employment. The university does not provide employment visa sponsorship now or in the future for this job classification.  Since SVSU does not participate in E-Verify, candidates for employment are not eligible for STEM OPT extensions.

 

The above reflects the general details considered necessary to describe the essential functions of the job. It shall not be construed as an exhaustive statement of duties, responsibilities, or requirements that may be inherent in the job.  It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision.  The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

About SVSU:

Saginaw Valley State University is a comprehensive university with more than 100 programs of study for its roughly 7,000 students. Located on a suburban campus in Michigan’s Great Lakes Bay Region, SVSU is committed to a supportive and empowering environment for students, faculty and staff. SVSU was recognized as a “Great College to Work For” for 9 consecutive years (2016-2024).

SVSU emphasizes undergraduate teaching and learning, and community-based research. SVSU earned the Community Engagement classification from the Carnegie Foundation for the Advancement of Teaching, a distinction achieved by only 7 percent of U.S. colleges and universities. By their senior year, 84 percent of students have engaged with community employers and agencies in internships, field placements or some other component of their academic preparation.

SVSU is establishing itself as a leader in STEAM education for the Great Lakes Bay Region, partnering with businesses, foundations and school districts to improve students’ performance in math, science and the arts at the middle school, high school and university levels.  SVSU is constructing the first university research facility on Lake Huron to improve public health and the economy in the Saginaw Bay watershed.
 
More than 70 percent of SVSU freshmen live on campus in student housing that has been rated No. 1 among public universities in the U.S. (2018-2025). SVSU fields 20 varsity sports at the NCAA Division II level. The average class size is 23 students. For more information, please visit our website, http://www.svsu.edu.