Administrative Assistant

Creative Dining Services at Calvin University is hiring immediately for a full-time Administrative Assistant.

Location: 3201 Burton St SE Grand Rapids, MI 49546

Schedule: Full-time schedule. Monday – Friday 9am – 5pm

Requirement: 1-2 years of experience required.

Pay Range: $20-23

Position Summary

The Administrative Assistant provides essential administrative and operational support to Calvin University Dining Services. This position serves as a primary point of contact for students, faculty, staff, and guests regarding dining-related questions, services, and concerns while also supporting Creative Dining Services employees with payroll, benefits, hiring, onboarding, and general human resources administration.

The ideal candidate is organized, approachable, detail-oriented, and able to balance multiple priorities in a fast-paced, service-oriented environment. This role requires strong communication skills, professionalism, discretion when handling confidential employee information, and a commitment to providing excellent customer service to both the Calvin University community and Creative Dining Services team members.

Key Responsibilities

1. Student, Faculty & Guest Relations

Serve as a welcoming and professional point of contact for students, faculty, staff, and university guests.

Respond to questions and provide assistance regarding dining services, meal plans, dining accounts, meal vouchers, and dining policies.

Assist with dining-related concerns, account questions, and service requests.

Communicate dining updates, policies, and important information to the Calvin University community.

Coordinate with dining management to address guest concerns and ensure a positive dining experience.

Maintain a high level of customer service and professionalism when representing Calvin University Dining Services.

2. Employee Support – Payroll & Benefits

Serve as a resource for Creative Dining Services employees regarding payroll questions, timekeeping, and pay-related concerns.

Assist employees with ADP access, account setup, and general payroll-related inquiries.

Support employees with insurance enrollment, benefits information, and annual open enrollment processes.

Provide guidance on administrative procedures related to employee benefits, leave requests, and HR documentation.

Communicate with Human Resources and company leadership to resolve employee questions and concerns.

Maintain accurate and confidential employee records and documentation.

3. Hiring & Onboarding

Assist with recruitment and hiring activities, including posting job openings, reviewing applications, and coordinating interviews.

Communicate with applicants throughout the hiring process and provide updates regarding their application status.

Assist with preparing offer letters, background-check paperwork, and other required employment documents.

Coordinate new-hire onboarding, orientation scheduling, and completion of required employment paperwork.

Assist new employees with ADP registration, required documentation, and first-day instructions.

Maintain organized hiring records and track applicant and onboarding progress.

4. General Administrative Support

Provide daily administrative support to the Dining Services leadership and management teams.

Assist with preparing correspondence, reports, spreadsheets, presentations, and other administrative documents.

Maintain organized electronic and physical filing systems.

Support employee communication, policy distribution, and administrative follow-up.

Assist with special projects, department initiatives, and operational needs as assigned.

Help maintain accurate records, monitor deadlines, and ensure administrative tasks are completed in a timely manner.

Qualifications & Requirements

High school diploma or equivalent required; associate degree or relevant administrative experience preferred.

Previous administrative, office support, customer service, or human resources experience preferred.

Strong written and verbal communication skills.

Proficiency in Microsoft Office, including Word, Excel, and Outlook.

Ability to learn and navigate ADP or other payroll and HR systems.

Strong organizational skills and attention to detail.

Ability to manage multiple responsibilities, prioritize tasks, and meet deadlines.

Ability to handle confidential employee and payroll information with discretion.

Strong interpersonal skills and the ability to communicate effectively with individuals from diverse backgrounds.

Ability to work independently while supporting a collaborative management team.

Spanish language skills preferred but not required.

Desired Skills & Characteristics

Customer-service oriented and approachable.

Organized, dependable, and proactive.

Professional and comfortable communicating with employees, students, faculty, and leadership.

Patient and helpful when assisting employees with payroll, benefits, and administrative questions.

Adaptable and comfortable working in a fast-paced dining services environment

Able to recognize priorities and take initiative to resolve administrative needs.

Position Impact

The Administrative Assistant plays an important role in the overall success of Calvin University Dining Services. By providing dependable administrative support, assisting employees with HR-related needs, and serving the university community, this position helps ensure daily operations run smoothly while contributing to a positive experience for both guests and Creative Dining Services employees.

Benefits:

Employee discount and meals provided

Health insurance

Vision insurance

Dental insurance

Paid time off

Retirement plan

Access to University's fitness center

Work Location: In person