Administrative Assistant

FULL-TIME POSITION

Reports To : Executive Assistant
Department/Team : Strategic Communications and Partnerships
Supervisory Responsibilities : None
FLSA Status : Non-Exempt (Hourly)
Location : Hybrid - work in the Lansing, MI office Monday - Wednesday
Posting Range: $19.15 - $21.12 per hour

POSITION SUMMARY:
The Administrative Assistant provides high-level, day-to-day support to the Senior Director(s) and the Senior Management team of the assigned department. This position is a key member of the office support team, which promotes consistency in core duties under the guidance of the Executive Administrative Assistant. Levels of support will vary between departments based on prioritized needs, requiring the ability to multi-task on a regular basis.


Great work doesn't happen without great support.

Michigan Virtual is looking for an Administrative Assistant who is organized, resourceful, tech-savvy, and energized by helping people and teams succeed. From coordinating calendars and events to supporting leaders, managing details, and keeping projects moving, you'll play an important role in the work we do to advance K-12 education.

If you're someone who anticipates needs, solves problems, and takes pride in getting the details right , we'd love to hear from you!

Michigan Virtual - Work that Makes a Difference
Michigan Virtual is a Lansing-based nonprofit 501(c)(3) corporation where every employee contributes to advancing K-12 education through digital learning, research, innovation, policy and partnerships. We believe that we have a responsibility to innovate K-12 learning by designing systems that are more flexible and more equitable to meet the needs of all students, no matter their situation. We employ over 300 full- and part-time teachers, professionals, and other staff who like to have fun at work and are committed to making a difference for students, educators, and families in the state of Michigan. Our Strategic Plan outlines our strategic priorities to support Michigan's K-12 systems through 2030.


Our Mission is to Maximize learning and teaching by bringing together the best in people and technology.
Our Vision is to Be Michigan's leader for innovation in education.
Our Values are: Put Learners First, Act with Integrity, Champion Diversity, Commit to Excellence, and Cultivate Creativity.


We believe in a culture of caring. A people-first culture that strives to make every employee feel welcome, heard, valued, and empowered to contribute while also maintaining a healthy work-life balance. Find out more about our culture, workplace, and benefits that support our employees.


Work That Makes a Difference. Culture That Makes It Possible.

What to expect after you apply: Apply now and help us support education in Michigan! A member of our Human Resources team will review applications materials throughout the posting. Yes, all submissions are reviewed by a real person! If you are selected to move forward in the process, we will reach out with details. If you are not moved forward, we will let you know that, as well. We will start this process after the posting closes in late August. We are planning for a start date in September.


As a non-profit organization that received funding from the State of Michigan, we give preference to residents of Michigan in hiring decisions.


ESSENTIAL FUNCTIONS & RESPONSIBILTIES :

• Coordinates support for administrative functions and activities of the Senior Director, Senior Management team, and the Directors in each department and the teams, such as scheduling meetings, creating agendas, and other administrative support.
• Coordinates and completes travel in the travel management platform for the assigned departments.
• Works closely with department leaders in small and large event planning that includes internal and external guests.
• Reviewing of the Statewide Catalog course review for accuracy.
• Works closely with department leaders to assist with scheduling and projects as assigned.
• Updates tasks, projects, and reports in the project management software in collaboration with all teams.
• Facilitates and maintains key relationships and interactions across departments on behalf of one or more executives; ensures positive and productive internal customer relations.
• Maintains up-to-date individual and program departmental calendars, including coordinating telephone conferences and video and web conferencing.
• Replies to general information requests professionally with accurate information.
• Composes general correspondence, memos, charts, tables, and graphs; proofreads copy for spelling, grammar, and layout, making appropriate changes; and is responsible for accuracy and clarity of final copy.
• Assisting with the execution of department contracts. Creates, organizes, and manages documentation and files as needed, including invoices, contracts, MOUs, purchase order requests, and grant documentation.
• Assist leaders with maintaining fiscal records and budgets.
• Provides administrative support duties, including greeting guests, handling and distributing both packages and mail, handling the stocking and ordering of office and kitchen supplies, and following standard office/administration protocols and procedures.
• Leverages AI tools, where appropriate, to enhance efficiency and creativity in daily workflows, while exercising professional judgment to ensure accuracy, ethics, and data privacy.
• Provide backup support as may be needed by other departments.
• Provides power user support for video teleconference solutions and onsite Michigan Virtual conference rooms.

OTHER DUTIES AND TASKS

• Provide support and customer service to Michigan Virtual constituents via telephone, e-mail, and face-to-face interactions.
• May be called upon to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects.
• Support approved activity and task requests submitted by Supervisors.
• Performs miscellaneous related duties as assigned.

REQUIRED EDUCATION, CERTIFICATIONS, & LICENSURES - Administrative Assistant (minimum requirements):

• Associates Degree and/or an equivalent combination of education and experience.

REQUIRED EXPERIENCE Administrative Assistant (minimum requirements):

• 2 to 3 years of administrative experience working in a team-based environment that includes a proven record of excellent service.

• Intermediate proficiency in Microsoft Word, Excel, PowerPoint and Outlook, and navigating the Internet.

DESIRED EDUCATION and/or EXPERIENCE:

• Experience in a non-profit environment.

REQUIRED KNOWLEDGE, SKILLS, & ABILITIES (minimum requirements):

• Excellent interpersonal, verbal, and written communication skills; professional demeanor.

• Strong technical skills.
• A working knowledge of artificial intelligence (AI) tools and applications relevant to the role, with the abilty to use AI appropriately to support productivity, create new value, strengthen human connections, and improve work processes.

• Ability to maintain confidential correspondence and interactions.

• Demonstrated organization skills; ability to manage multi-task assignments from numerous departments simultaneously.

• On-time delivery of work product with attention to quality and accuracy.

• Self-motivated and detail-oriented with a focus on achieving results.

• Ability to adapt to new software platforms.

WORK ENVIRONMENT and/or PHYSICAL DEMANDS:
The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of the job:

• The work environment is that of a typical office and/or classroom setting.
  This role involves working at a computer, participating in virtual and in-person meetings, and communicating with colleague and external parties.
• The noise level in the work environment is usually low to moderate.
• Employees may need to remain in a stationary position for extended periods and use standard office equipment.
• Must be a Michigan resident.

Michigan Virtual is committed to creating an inclusive and accessible workplace. We welcome applicants of all abilities. We will provide reasonable accommodation for qualified individuals with disabilities in the application process and on the job. If you need reasonable accommodation at any point in the application or interview process, please contact us to discuss your needs.


Pay Range: $19.15 - $21.12 per hour