Office Support, Language & Thought & Visual Arts - External
Date: June 7, 2022
Position Title:
Office Support, Language & Thought & Visual Arts
Position Number: 1312
Hours Per Week: 40 Hours/52 Weeks
Salary Schedule: APSS, Level B, $18.29/hour
Reports to: Department Heads of Visual Arts & Language & Thought
Posting closes: Open until filled
SUMMARY:
Manage an efficient office providing high-level support for the administrative, instructional, and program activities of two Department Heads, Art Gallery Curator, ASL Coordinator, Collegiate Advisor and departmental faculty while responding to the needs/questions/concerns of students and visitors in a timely and professional manner.
ESSENTIAL JOB FUNCTIONS
- Greet and direct students and visitors in a professional manner, assisting with questions and concerns, answering and transferring phone calls, and accurately processing all incoming and outgoing surface mail and email.
- On a daily basis, distribute printed course materials and mail to Department faculty.
- Help individuals navigate a complex college system by acting as the first line of contact and liaison for faculty and staff. Understand and provide clarification on college policies and procedures.
- Assist students with enrollment, class overloads, prerequisite waivers, schedule conflicts, and questions as requested by the Department Heads.
- Coach and mentor student employees to ensure a positive and productive work experience/environment.
- Conduct routine maintenance and request and schedule repairs of office equipment.
- Use excellent judgment when accessing or using sensitive and confidential information.
- Ensure timely and accurate payroll submissions for students and Interpreters.
- Schedule Interpreters for American Sign Language classes as needed.
- Schedule clothed and nude models for Visual Arts classes.
- Process sub-contractor payments to models through the accurate completion and submission of payment forms.
- Ensure adherence to departmental budgets and the prevention of overdraws through budget oversight of expenditures/transfers, the creation of financial spreadsheets and the College's ad hoc report systems for the following budget areas: Language & Thought, Collegiate, Visual Arts, and the GRCC Paul Collins Art Gallery.
- Track all expenditures, submit invoices, and reconcile procurement card statements for the Language & Thought and Visual Arts Departments and the College newspaper (The Collegiate).
- Purchase all office supplies and manage the Office Supply funds for the Language & Thought and Visual Arts Departments.
- Compile and post all faculty schedules and syllabi on the S-drive each semester.
- Recruit, screen, hire, train, schedule, and supervise student employees for the Interior Design Resource Lab, Jewelry Lab, and the office area. Assist with hiring art gallery attendants, pottery, painting, and drawing lab assistants.
- Assist the Department Head with ArtPrize venue responsibilities including updating contracts, communicating with artists, staffing the GRCC Paul Collins Art Gallery, and coordinating volunteers.
- Assist Department Heads with completing Rationale Forms and budget requests as needed.
- Prepare appropriate paperwork and input on-line requisitions to ensure proper approval and payment of expenses and initiate budget line/fund transfers to ensure proper funding of expenses.
- Collect and compile data in order to track and monitor the usage of art labs and the art gallery. Utilize the data to recommend optimum times for opening and closing the facility.
- Assist the Visual Arts Department with the on-going process of maintaining National Association for the Schools of Art and Design accreditation.
- Compile and input data from surveys, reports etc. necessary for accreditation. Compile and input data for the annual "HEADS" report for NASAD.
- Provide logistical assistance for accreditation visits.
- Assist the Department Head/ faculty with maintaining relationships with local Interior Design businesses in order to obtain resources for the Interior Design Resource lab.
- Contact current and potential Advisory Board members regarding their interest in serving on the Interior Design Advisory board/serving for another term/ availability for and notification of meetings etc.
- Assist faculty so that the Interior Design Resource room is stocked with resources that enhance student learning and enable students to complete assignments/projects.
- Maintain paper/digital files of student art works, surveys, etc.
- Type or otherwise prepare a variety of letters, memos, forms, and reports, such as Conditions of Classes, class lists, and labels.
- Input course schedule changes.
- Arrange meetings and prepare meeting materials as requested. Take effective notes, and accurately transcribe and disseminate them. Maintain meeting records in files.
- Input textbook orders and obtain textbooks for professors as needed.
- Request and update MSDS documentation annually.
- Collect and compile assessment data for the Language & Thought and Visual Arts Departments.
- Update Departments' web sites as requested.
- Develop and maintain mailing lists and send out information as requested (e.g. scholarships, Art Gallery exhibits, etc.).
- Order food for meetings and departmental events.
- Participate as a member or leader on teams or committees as requested or as mutually agreeable.
- Coordinate and post computer lab schedule as necessary.
- Assist other support professionals as deemed necessary.
- Assist with and attend the evening adjunct faculty meeting before the fall and winter semesters.
- Assist new adjunct with set-up (technology, keys, books, and materials, email accounts, parking, RaiderCard, voicemail, printing services, etc).
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
- Other duties as assigned.
MARGINAL JOB FUNCTIONS
JOB SPECIFICATIONS
Education:
- Associate's degree required.
- National Career Readiness Certificate (NCRC) preferred.
Experience:
- A minimum of two years of secretarial or administrative assisting experience preferred.
Skills:
- Proficient in verbal, written and interpersonal communication skills to work effectively with people of diverse ages, ethnic, sexual and socio-economic backgrounds.
- Proficiency with the Microsoft Office Suite - Word, Excel, PowerPoint, Access, Publisher, and GroupWise.
- Proficiency with PeopleSoft and PeopleSoft Financial.
- Ability to utilize Drupal or another software package to update web pages
- Finalists will be required to complete an office testing module and meet minimum standards, plus possess excellent proofreading skills and have aptitude for detail work including record keeping and filing and preparation of financial reports and documents.
Mental Demands:
- Excellent interpersonal, supervisory, organizational and leadership skills.
- Ability to proactively identify problems and utilize excellent judgment to assist in determining appropriate resolutions.
- Ability to work well under pressure, prioritize and handle a heavy and, at times, unpredictable workload.
- Ability to complete work effectively and efficiently within deadlines and with minimal supervision.
- Ability to utilize excellent judgment when dealing with sensitive and/or confidential information
- Access and utilize highly confidential information, with an awareness of the legal ramifications of actions and excellent judgment
- Excellent communication skills, both oral and written
- Ability to multi-task in an environment with frequent interruptions in a professional manner
- Establish and maintain positive working relationships with all GRCC staff to promote teamwork.
- Ability to perform daily routine and unexpected duties with minimum supervision.
- Maintain the highest levels of confidentiality and ethical standards.
Physical Demands:
- Ability to lift and move up to 25 lbs, usually textbooks and supplies, around the department as needed.
- Ability to work in a high traffic, indoor office environment with many interruptions.
Method of Application:
To apply for this position, please visit our website at Grand Rapids Community College is only accepting online applications for this position. Submit a cover letter and resume in one document. The opportunity to apply for this position will remain
open until filled. Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an Equal Opportunity Employer.
Grand Rapids Community College creates an inclusive learning and working environment that recognizes the value and dignity of each person. It is the policy and practice of GRCC to provide equal educational and employment opportunities regardless of age, race, color, religion, marital status, sex/gender, pregnancy, sexual orientation, gender identity, gender expression, height, weight, national origin, disability, political affiliation, familial status, veteran status or genetics in all programs, activities, services, employment and advancement including admissions to, access to, treatment in, or compensation in employment as required by state and federal law. GRCC is committed to reviewing all aspects of GRCC programs, activities, services and employment, including recruitment, selection, retention and promotion to identify and eliminate barriers in order to prevent discrimination on the basis of the listed protected characteristics. The college will not tolerate any form of retaliation against any person for bringing charges of discrimination or participating in an investigation. Further information may be obtained from the EEO Office or the Office of General Counsel, 143 Bostwick Avenue NE, Grand Rapids, MI 49503-3295.
To apply, please visit:
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Grand Rapids Community College
July 26, 2022