Operations assistant

The operations assistant provides high-level administrative support primarily to the Dorothy A. Johnson Center for Philanthropy’s (Johnson Center) leadership, including the executive director and program directors, as well as to center staff, ensuring smooth daily operations and effective coordination across teams. This role manages complex calendars, initiates correspondence, prepares contracts, and coordinates logistics for travel, programs, and events.

In addition to direct responsibility for supporting the executive director, this position supports program directors with administrative needs, project coordination, and tracking deliverables, enabling them to focus on strategic initiatives and program outcomes. This position requires exceptional judgment and professionalism as it serves as a primary point of contact for internal and external stakeholders. This role must handle confidential information with discretion and savvy and take initiative to ensure timely follow-up on priorities. Superb organizational skills, attention to detail, and the ability to anticipate and act on needs are essential for success in this role.

Essential Functions:

• Performs administrative work of a confidential nature for the Executive Director and Johnson Center program directors. This support includes scheduling and managing calendars, writing correspondence, coordinating complex meeting agendas and notes, editing and proofreading correspondence and reports, and fulfilling office operational responsibilities.
• Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment, and discretion; routinely writes, edits, and submits materials for internal/external communications.
• Tracks deadlines, action items, and project timelines for self and others to ensure follow-through on priorities for proposals, contracts, grants, projects, and meetings.
• Provides administrative support for Johnson Center programs.
• Assists with logistical aspects of special events and programs, including food, facilities, materials, media services, marketing, and external contracts.
• Provides pre-call and in-call coordination and support for Zoom meetings and online courses.
• Maintains the Johnson Center’s client relationship management software (Salesforce) as a “Super User.” Working with the project management team, develops internal system standards and processes for client management within Salesforce, and keeps the system updated for accuracy. Tracks, manages, and reports funding prospects and projects by opportunity in Salesforce. Trains staff in using Salesforce.
• Assists in managing the department hiring processes to ensure timely recruitment and hiring for the Johnson Center’s positions by serving as the search chair assistant for all Johnson Center searches. Schedules interviews, manages the internal hiring system (Workday), and participates in administrative onboarding of new staff.
• Conducts on a recurring basis self-initiated or program director-initiated reports and projects for analysis. Reports may include time tracking, budgets, and status updates. Proactively investigates any unusual items in the reports.
• Makes travel arrangements for department staff within stated budgets and timeframes.
• Works directly with program directors to prepare proposals and contracts for external clients for both long-term and short-term projects.
• Maintains, processes, and manipulates data on a personal computer using word processing, database, and spreadsheet applications. Learns and uses new technologies to improve processes.
• Other related duties as assigned.

Required Qualifications:

• High school graduate or equivalent.
• Minimum of four 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 to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Bachelor’s degree.
• Possesses the necessary knowledge and skills to carry out the essential functions of the position.
• Five or more years of administrative work experience with progressive responsibility.
• Excellent organizational, research, writing, and communications skills to develop relationships with internal and external customers and to understand and recognize their support requirements.
• Organized, detail-oriented, and able to work independently, establish priorities, organize work, and maintain performance under pressure and with multiple conflicting deadlines.
• Ability to speak comfortably in public settings, both in person and on online platforms such as Zoom.
• Demonstrated commitment to inclusion, diversity, equity, and access, including experience working with people from diverse backgrounds and identities.
• Understanding of the nonprofit and philanthropic sectors.
• Experience with customer relationship management systems such as Salesforce.
• Experience with project management systems such as Asana.

Working Conditions: Normal office environment. Some travel may be required.

Campus: The Johnson Center is located on the Pew Campus of Grand Valley State University. We are housed in the Bicycle Factory (BIK 200), which is close to Winter and Secchia Halls and the Seidman College of Business.

This position has the opportunity to be hybrid, and schedules would be worked out at the time of hire.

Department/Division: Dorothy A. Johnson Center for Philanthropy (Center for Scholarly and Creative Excellence)

Job Classification & Benefits: C4 Level. Minimum starting wage of $22.04 per hour .

Comprehensive benefits package includes medical, vision, dental, and life insurance, generous employer retirement contributions, wellness resources, and tuition waiver, effective on the date of hire.

How to Apply: Apply online at GVSU Careers . Attach a cover letter and resume to the online application. You may add additional required documents here and indicate. Applications missing required documents will not be considered. The system will allow you to attach these documents electronically. If you have questions about the position or the posting, please contact Julie Couturier ( [email protected] ). If you need technical assistance, please contact Human Resources at [email protected] .

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e., a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment.

Application Deadline: September 30, 2025

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 . TDD Callers: Call Michigan Relay Center at 711 (in state) or 1-800-833-7833 (out of state).

Grand Valley State University is an Affirmative Action/Equal Opportunity Employer, which includes providing equal opportunity for racial and ethnic minorities, women, protected veterans, and individuals with disabilities. University policy extends protections to additional identities.