Office Support, School of Business and Industry - External
Date: August 2, 2022
Position Title:
Office Support, School of Business and Industry
Department: Business and Industry
Job ID: 1385
Work Hours/Schedule: 40 hours/52 weeks, 8:00 am - 5:00 pm, including some evenings
Compensation: APSS, Level A - $19.71/hour
Reports to: Associate Dean, School of Business and Industry
Posting Close Date: August 16, 2022
BENEFITS
Grand Rapids Community College provides an excellent benefits experience for our GRCC family. Our benefit package is designed to enhance employees' health and well-being. Part-time employees have different benefits outlined in the specific collective bargaining agreements and handbooks. Below is an overview of these benefits, additional details are available on the :
- Six health insurance plan options (includes a high deductible plan with a health savings account option).
- A unique dental & vision reimbursement program (includes coverage for adult orthodontia & lasik eye surgery).
- Employer sponsored retirement plans as well as voluntary retirement savings plans (403b or 457 plans)
- Tuition benefits at GRCC for you, your spouse and your dependents.
- Tuition reimbursement at other higher education institutions for you.
- Generous time off that includes sick, vacation and personal leave banks.
- Paid holidays and holiday shutdown period in late December!
SUMMARY
The Support Professional for the Associate Dean of Business and Industry provides secretarial and administrative support to meet School of Business and Industry (SBI) goals. This position provides direct support to the Associate Dean, and supports GRCC's institutional processes associated with the Year-Long Master Schedule, including Early/Middle College offerings, Enrollment Management, Faculty Hiring and Evaluation, Faculty Workloads, Budget and Financial Management, and Student Conduct and Concerns. Strong candidates will possess excellent spreadsheet skills, including the development and management of budgets and financial reporting, and demonstrate excellent communication and project management skills.
Essential Job Functions
Office Operations and Process Management
- Operate an efficient office and provide high level secretarial support to the Associate Dean, academic departments and other initiatives of the School of Business and Industry.
- Utilize excellent judgment at all times, and when dealing with sensitive and/or confidential information associated with the administrative and instructional activities of the Associate Dean's office. Greet and direct visitors, students. staff, and community members in a professional manner, and respond appropriately to requests made in person, via telephone, or e-mail regarding the College, classes, projects, events, etc.
- Utilize troubleshooting skills and excellent judgment to assist in conflict/problem resolution.
- Serve as the first point of contact for the Associate Dean's scheduling needs and liaison with other college and community offices; maintain appointment calendar, work schedules, and critical timelines.
- Perform general office duties by maintaining general and confidential files, writing general correspondence, answering the telephone, and sorting and disseminating mail.
- Assist in processing and disseminating all forms requiring Associate Dean's signature. Process approved Leave of Absence (LOA) requests.
- 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 by the Associate Dean of the School of Business and Industry.
Schedule Development, Section Management, Faculty Assignments, and Enrollment Management
- Assist with the process of developing, implementing and updating the Year-Long Master Schedule for the School of Business and Industry (i.e., dates, times, class additions, class cancellations, instructor names, contact hours, rooms, etc.),notifying the appropriate groups of all changes and corrections.
- Assist with assigning faculty overloads and run Faculty Information Forms (FIFs) and distribute to faculty.
- Adjust and create new FIFs for student enrollment driven classes (seminars, internships) at count date, and forward to payroll.
- Keep and submit accurate payroll records for full-time and adjunct faculty, including full-time faculty baseload and overload, assigned and not assigned; part-time faculty load; and release time. Calculate and monitor hours for contractual compliance, including determining equated overload and stipend pay for full-time and adjunct faculty.
- Assist with the development of various enrollment management reports for the School. Compile scheduling and enrollment data and create recurring reports; run queries and create summary reports as directed by the Associate Dean.
Faculty Hiring and Evaluation
- Assist with the Faculty Hiring processes for full-time and adjunct faculty. Ensure that required documents are completed for full-time job postings, including an updated Job Description, Position Authorization Form (PAF), Employment Application and any additional documentation required (such as Criminal Background Checks). Ensure that screening committees are identified and interviews are scheduled.
- Assist with the Faculty Performance Evaluation (FPE) process, including communication of annual FPE deadlines, ensuring that Tenure and Rank (Promotion) committees are identified and committee meetings are scheduled, and scheduling required class observations.
Student Conduct and Complaints
- Assist the Associate Dean to process and track student complaints and grade grievances.
- Assist the Associate Dean to process and track student conduct concerns.
Budget and Financial Management
- Assist in budget oversight of assigned accounts.
- Reconcile and submit monthly pro-card reports.
- Create Purchase Orders, process invoices for payment, and make appropriate journal entries.
Marginal Job Functions
- Work with Ferris State University to appropriately room classes in the Applied Technology Center.
- Arrange for internal and external meetings, and prepare meeting materials as requested.
- Schedule SBI advisory committee meetings and assist with taking effective meeting notes, accurately transcribe, distribute and file accordingly.
- Make appropriate travel arrangements for the Associate Dean as requested.
- Accurately update or assist with development of various departmental, public, or internal documents.
- Prepare a variety of letters, memos, forms, and reports.
- Compile data from a variety of sources and create accurate summary reports as requested or required. Independently prepare recurring reports and take appropriate action.
- Exhibit a working knowledge of College departments and services available for students, staff, faculty, and the community.
- Participate as a member or leader on teams or committees as requested by or as mutually agreed upon with the Associate Dean.
- Assist other School of Business and Industry support professionals as deemed necessary.
JOB SPECIFICATIONS
Education/License
- Associate's degree or comparable combination of relevant education and experience.
- National Career Readiness Certificate (NCRC) preferred.
Work Experience
- Minimum of five (5) years of administrative assisting experience required.
- Demonstrated experience in budget reconciliation required.
- Experience working in educational settings is highly desired.
- Finalists must possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required.
Competencies
- The following competencies are essential and will be evaluated for our candidates through the evidence-based selection process:
Foundational Competencies
- Responsibility
- Teamwork
- Adaptability
- Listening
- Achievement
- Information Skills
- Speaking
- Decisive
Occupational Competencies
- Getting Information
- Communicating with Supervisors, Peers, or Subordinates
- Interacting With Computers
- Establishing and Maintaining Interpersonal Relationships
- Organizing, Planning, and Prioritizing Work
- Documenting/Recording Information
- Processing Information
- Identifying Objects, Actions, and Events
- Updating and Using Relevant Knowledge
- Performing Administrative Activities
- Making Decisions and Solving Problems
- Communicating with Persons Outside Organization
- Evaluating Information to Determine Compliance with Standards
- Monitor Processes, Materials, or Surroundings
- Resolving Conflicts and Negotiating with Others
Equipment Use/Knowledge/Skills/Abilities
- Excellent organizational skills, ability to prioritize, and complete tasks in a timely manner. Must possess the ability to anticipate needed resources/information to see projects to successful conclusion.
- Must be proficient in verbal, written, and interpersonal communication skills to work effectively with people of diverse ages, ethnic, sexual and socio-economic backgrounds.
- Possess mature judgment and flexibility in regards to frequent interruptions and ability to work under pressure.
- Must use good judgment in handling sensitive or difficult situations.
- Project a professional image including punctuality and good attendance record.
- Demonstrated initiative and problem-solving abilities and be able to exert initiative and resourcefulness.
- Maintain the highest levels of confidentiality and ethical standards.
- Ability to perform daily routine and unexpected duties with minimum supervision.
- Must be self-motivated and resourceful, demonstrating initiative and strong problem-solving abilities.
- Working knowledge of computers both enterprise and PC including but not limited to word processing, database programs, spreadsheets, and the willingness to learn PeopleSoft Campus-Wide Information System (CWIS) with demonstrated experience in Student Administration and Financials.
- Ability to learn to run enrollment, faculty payroll, room and other reports in varying formats from the PeopleSoft system.
- Must possess a positive attitude.
Physical Demands
- Ability to lift (up to 30 pounds), and sit for long periods.
Mental Demands
- Ability to manage projects and work independently on daily routines.
- Ability to work effectively with diverse groups and individuals in a team environment.
- Demonstrated initiative and problem-solving abilities.
- Ability to perform routine and unexpected duties with minimum supervision.
- Proven ability to provide excellent customer service to students and staff in a demanding work environment.
- High energy level with enthusiasm and interest in helping and supporting students, staff, and the general public.
- Ability to work under pressure while possessing mature judgment and flexibility in regards to interruptions.
- Must use good judgment in handling sensitive or difficult situations in a pleasant and professional manner.
Working Conditions
- Grand Rapids Community College will comply with any mandated health and safety requirements. Employees will be directed to our GRCC Policy(s) for compliance information.
- Willing and able to work flex time including some evenings.
METHOD OF APPLICATION
Grand Rapids Community College is only accepting online applications for this position at. Submit a cover letter and resume in one document. The opportunity to apply for this position will close on
August 16, 2022 at 11:59PM. Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available.
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
August 03, 2022