Support Professional, Advising & Student Support

 

Department: Student Support Services

 

Location: Grand Rapids, MI

 

This position supports the Associate Dean of Advising & Student Support, as well as the Academic & Student Affairs Division and all its functions. This position is responsible for performing all duties required for efficient office operation and coordination between various Student Affairs departments.

 

Requisition ID: 858

Position Number: 00001463

Employee Group: https://www.grcc.edu/employee-groups/apss

Schedule: 40 hours/52 weeks

*Flexible - ability to accommodate a flexible work schedule, including evenings and weekends as needed.

Compensation: APSS, Level A, $19.83 per hour

Benefits: https://www.grcc.edu/faculty-staff/human-resources/benefits-insurance/medical-plans/new-hire-benefit-enrollment

Reports to: Associate Dean, Advising & Student Support

Posting Opens: 04/15/2025

Posting Closes: 04/29/2025

 

ESSENTIAL FUNCTIONS

 

• Operate an efficient office and provide high-level clerical support to the Associate Dean of Advising & Student Support.

• Responsible for internal and external customer service responsibilities including, but not limited to, greeting visitors to the Advising & Student Support Office and providing prospective, new, current, and returning students with information in-person, as well as by phone, texting, mail, and email. Based on these responsibilities, provide Associate Dean with information related to student service needs and trends.

• Assist with the process of developing, implementing, updating, and maintaining the master schedule for College Learning Studies (CLS) courses (i.e., dates, times, instructors' names, contact hours, rooms and resolution of rooming issues, class additions and cancellations, student notifications, etc.).

• Aid in the payroll process for full-time and adjunct faculty, including baseload and overload. Calculate and monitor hours for contract compliance.

• Check each semester class list for numbers of students. Adjust and create new faculty information forms (FIFs).

• Work with the Associate Dean to facilitate the hiring of staff and faculty, including scheduling interviews, making room arrangements, sending appointments to screening committee members, and other related duties.

• Assist the Associate Dean in resolving conflicts that come from students, faculty, staff, and external community members. Utilize excellent judgment when dealing with sensitive and/or confidential information.

• Assist the Associate Dean with processing and tracking student complaints, conduct concerns, and grade grievances.

• Assist with the Faculty Performance Evaluation (FPE) process. Coordinate full-time and adjunct observations and other necessary appointments, as well as track and maintain documentation.

• Assist in processing and disseminating all forms requiring the Associate Dean's signature. Assist with the input of approved leave of absence (LOA) requests and with absence reporting.

• Run queries and compile data from a variety of sources (PeopleSoft, BI Publisher, Google Docs, Data Warehouse, EAB Navigate, CRM, etc.) to create accurate summary reports upon request.

• Coordinate, oversee, and participate in a variety of on- and off-campus prospective, new, current, and returning student events. Duties include, but are not limited to, reserving room use, coordinating staff schedules, creating agendas, updating web pages, creating CRM reservation forms, maintaining reservation lists, sending confirmations, developing menus, and arranging speakers and entertainment.

• Work with the Associate Dean of Advising & Student Support, as well as the Associate Provost of Student Affairs and the Provost offices and others on a variety of division, cross-campus, and community projects and initiatives to support student access, retention, and completion.

• Generate correspondence and respond and assist with the development of various departmental, public or internal documents.

• Order office supplies, materials, and publications as needed.

• Hire, train, schedule, supervise, and evaluate student assistants, as needed.

• Track department financial transactions monthly via the creation of financial spreadsheets. Balance budget line totals using query reports. This includes monthly Procard reconciliation. Ensure that contracted services and other invoices are approved and submitted to Financial Services in a timely manner.

• Compile budget data for various Student Affairs offices as requested by the Associate Dean or Associate Provost.

• Support the department budget development process timelines and prepare budget documents for submission in both spreadsheet and narrative formats. Provide analysis of expenses, monitor allocated dollars and process purchase requisitions and line item transfers.

• Arrange and schedule meetings. Reserve meeting rooms, arrange for equipment needs and refreshments, prepare meeting agendas, presentation slides, and other materials as requested. Take effective, detailed meeting minutes, accurately transcribe, distribute and file accordingly.

• Maintain accurate general and confidential office files in compliance with college and federal data security requirements and privacy laws. Ensure that paper and electronic record keeping is complete, well organized, and easily accessible for Associate Dean at all times.

• Assist the Associate Dean with the development and implementation of a variety of projects, initiatives, and communication campaigns. Submit and coordinate print media and signage requests, proofread, and provide consolidated feedback and information on desired revisions to the Communications Department.

• Act as the contact person for Payroll and time and effort certification issues and information.

• Develop contacts within a variety of college departments, as well as with external community organizations and businesses.

• Attend professional development workshops and webinars to stay abreast of current trends and best practices related to customer service; office administration; and student access, success, and retention.

• This role is a Campus Security Authority (CSA). CSAs will be trained and responsible for reporting Clery Reportable Crimes to Campus Police as required by the Clery Act.

• Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.

• Performs other related duties as assigned.

 

JOB SPECIFICATIONS

 

Educational Credentials

 

• Associate's degree or comparable combination of relevant education and experience

• Bilingual, English-Spanish preferred

 

Work Experience

 

• A minimum of three (3) or more years of clerical and administrative assisting experience required

• Prior experience working in higher educational settings, preferably in student support services, or comparable relevant experience preferred

• Experience communicating and working effectively with diverse populations preferred

 

Skills

 

• Demonstrated knowledge and extensive software application experience, specifically Microsoft Office Suite, G-Suite, Blackboard, EAB Navigate, databases, student information systems (preferably PeopleSoft Campus Wide Information System), scheduling tools, CRM systems, and texting platforms.

• Knowledge of data reporting systems, experience with data tracking, and preparing reports preferred.

• Experience with budget reconciliation and related best practices.

• Strong interpersonal skills and demonstrated ability to work collaboratively as part of a team. Strong verbal and written communication skills are required.

• Ability to organize work, handle multiple tasks, and meet timelines.

• Must enjoy working with the public and possess excellent customer service skills and knowledge of related best practices.

• Finalists must possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required.

 

Physical Demands

 

• Ability to lift and move up to 25 pounds

• Ability to sit for extended periods of time

 

Mental Demands

 

• Must demonstrate initiative, attention to detail, and organizational and problem-solving abilities.

• Self-motivated with the ability to work independently with minimal supervision.

• Must be personable and energetic with a strong student service focus.

• Must provide exceptional and compassionate student service while effectively managing student issues and concerns.

• Ability to effectively supervise, motivate, and mentor student employees.

• Ability to communicate effectively with a diverse student, staff, faculty and business partner population. Additionally, must be able to effectively share complex information with students in a compassionate and easily understood manner.

• Must be able to maintain confidentiality and possess an understanding of FERPA laws and requirements.

 

Working Conditions

 

• Mostly office environments or participation in events at local businesses and community organizations. Some activities may be held outdoors. Some travel required.

• Must be punctual with a good attendance record and have the ability to accommodate a flexible work schedule, including evenings and weekends as needed.

• Occasional travel for professional development purposes or community events may be required.

• 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.

• GRCC will comply with any mandated health and safety requirements. Compliance information is available on our http://www.grcc.edu/policies.

 

BENEFITS

 

• Health Coverage: Six https://www.grcc.edu/faculty-staff/human-resources/benefits-insurance/medical-plans options, including one with no health insurance premiums.

• Time off: Enjoy substantial https://www.grcc.edu/faculty-staff/human-resources/employee-groups-resources/employee-groups.

• Wellness Program: Access resources for physical and mental wellbeing, and an onsitehttps://www.grcc.edu/employers-community/ford-fieldhouse.

• Continuous Learning: https://www.grcc.edu/faculty-staff/grants-department and https://www.grcc.edu/faculty-staff/finance-administration/employee-reimbursement/tuition-benefit#:~:text=Employees%20seeking%20tuition%20reimbursement%20must,out%20through%20the%20recipient's%20paycheck..

• Retirement Plans: Secure your future with our https://www.grcc.edu/faculty-staff/human-resources/payroll/annuities-retirement-information, including a state https://pickmiplan.org/.

 

NEXT STEPS / APPLICATION PROCESS

 

• Please fill out an application at https://www.grcc.edu/careers. Submit a cover letter and resume. The opportunity to apply for this position will close at the end of the day on the close date referenced at the top of this job posting.

• Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available.

 

NONDISCRIMINATION STATEMENT

 

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, visit https://apptrkr.com/6149349

 

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