Job Postings

Office Support, Early Childhood Learning Laboratory

Posted: 03/03/2024

Education

Office Support, Early Childhood Learning Laboratory

Job ID: 1650

March 1, 2024

Department: Early Childhood Learning Laboratory

Employee Group: https://www.grcc.edu/faculty-staff/human-resources/employee-groups-resources/employee-groups/apss

Schedule: 7:00 am - 3:00 pm

Compensation: APSS, Level A, $19.39 per hour

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

Reports to: Director of Early Childhood Learning Laboratory

Posting Closes: March 15, 2024

SUMMARY

This position provides vital support to the Director of the Early Childhood Learning Laboratory (ECLL) by providing excellent service to students, families, faculty, staff, Education Department and community partners. This person must be engaging with a variety of stakeholders who visit our center with a strong attention to detail while possessing an understanding of GRCC policies, processes and practices. They will have strong problem-solving skills, along with the ability to manage multiple tasks at one time, to work independently and provide excellent customer service.

ESSENTIAL FUNCTIONS

• Present a positive and professional image and act as an excellent goodwill ambassador for the ECLL and the College while greeting and directing parents, students, instructors, staff and visitors. Assisting with questions and concerns as needed

• Operate an efficient office and serve as a personal and highly professional representative for the Early Childhood Learning Lab and Education Program

• Ensure families and visitors are immediately welcomed and supported during building hours of operation

• Provide high-level support for administrative and instructional activities for the ECLL Director and faculty as appropriate, always utilizing excellent judgment and maintaining highest levels of confidentiality and ethical standards

• Maintain accurate records, files and office activities in strict confidence.

• Maintain grant records, student records and staff files for licensing regulations.

• Maintain and update children's schedules

• Schedule new family visits, send out necessary enrollment forms as well as maintain current forms

• Greet new families, ensure child files are complete before starting and conduct tours as necessary

• Process all incoming and outgoing surface mail and e-mail

• Establish and maintain a variety of accurate and easy-to-use electronic and paper files as requested

• 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

• Replenish office supplies to maintain adequate inventory

• Support Director utilizing excellent judgment at all times and checking for approvals as necessary

• Assist in the preparation of budgets and maintain accurate records

• Input electronic purchase requisitions, correspondence and other reports as requested

• Work with Senior Accountant for billing internal parents and DHHS parents and upkeep of accounts receivable, receiving payments, making deposits and entering on accounting spreadsheets

• Prepare financial reports for grant programs and ECLL budget

• Maintain records on budgets, purchasing transactions and other ECLL documentation

• Help Assistant Director provide training each semester for new employees on payroll process, coordinate working through payroll systems, issues and troubleshoot problems

• Hire, train, supervise and evaluate student employee(s). Monitor time, complete and approve payroll form for processing

• Update classroom staff and child schedules in online software and maintain staff files for licensing and grant regulations

• Maintain children's files for licensing compliance

• Assist in confirming letters for all GRCC student volunteers processed for Child Abuse and Neglect through DHHS, enter service indicators in PeopleSoft for door access once clearances are approved

• Maintain immunization records and annual report for Kent County Health Department

• Responsible for weekly menu (breakfast, lunch and snack) planning, food prep and purchasing of weekly food and supplies as needed, checking for accuracy for Child and Adult Care Food Program (CACFP)

• Communicate with food service for menu selections and compliance with federal and state regulations

• Track receipts and submit documentation for procurement reports to appropriate system

• Maintain monthly comparison sheets for CACFP

• Assist with monthly newsletter and communications between office and families.

• Prioritize work effectively to ensure that tasks are completed within assigned deadlines.

• Create and maintain effective working relationships with all GRCC staff to ensure positive teaming on projects

• Help facilitate social/family functions for the center, taking notes as needed.

• Participate in various community initiatives

• Maintain professional development, attend outside training to meet requirements for center regulatory practices and grant programs through the MiRegistry online portal. Training should include various workshops on CACFP and DHHS systems

• Participate in monthly staff meetings and are encouraged to participate in college partnerships and committees

• Input electronic purchase requisitions, correspondence and other reports, as requested

• Respond appropriately to and direct telephone or e-mail inquiries for internal and external customers

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

• 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

• Performs other related duties as assigned

JOB SPECIFICATIONS

Education Credentials

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

Experience

• Two or more years of secretarial or administrative assisting experience required

Skills

• High level of customer service orientation

• Detail oriented

• Ability to work through frequent interruptions

• Handling complaints, settling disputes and resolving conflicts

• Proficient interpersonal communication skills

• Performing skilled administrative tasks

Physical Demands

• Lift 25 pounds

• Sit for long periods of time

• Ability to travel to meetings, community events, conferences and for weekly grocery inventory restocking

• CPR/First Aid certified or ability to become certified

Mental Demands

• Must be proficient in verbal, written and interpersonal communication skills to work effectively with diverse populations, including, but not limited to, the homeless population

• Ability to function cooperatively as a team member in a multi-person customer service setting

• Ability to work under pressure in a fast-paced environment and possess mature judgment

Working Conditions

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

• Work flexible hours that include the ability to open the Preschool at 7:00 AM or close the Preschool at 6:00 PM., staying late if a family is late for pick up

• Shared work space and computer as needed by staff

• Acquire and maintain a Child Care Background Check Program (fingerprinting) and any other clearance required by licensing and funding criteria

• Maintain an accurate profile in MiRegistry and 24 hours of professional development

• Acquire and maintain tuberculosis test

NEXT STEPS / APPLICATION PROCESS

• Please fill out an application athttps://www.grcc.edu/jobs. 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.

• Predictive Index Assessment (behavioral & cognitive) REQUIRED: In order to have your application considered, you must complete the assessments: https://assessment.predictiveindex.com/bo/8MMT/supportprofessional

HIRING PROCESS

GRCC uses an Evidence Based Selection Process, where we make data driven hiring decisions to help mitigate bias throughout the hiring process. As part of this process, candidates will participate in assessments (cognitive and behavioral), reference checks and interviews.

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, please visit: https://apptrkr.com/5072850

https://www.jobelephant.com/

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Office Support, Early Childhood Learn...