The Ford Fieldhouse Support Professional performs most office functions related to the operation of the Grand Rapids Community College Ford Fieldhouse, Exercise Science Department, and Athletic Department. This includes the supervision of front office student employees, the management and tracking of budgets for all three departments, room and event scheduling for academic classes, athletic contests, practices and campus events and meetings in 25Live. This position is also responsible for processing athletic contracts and the intake of staff and community membership application forms.
Requisition ID:
Employee Group: APSS
Schedule: 40 hours/52 weeks
Compensation: Level A
Benefits: Full-time
Reports to: Ford Fieldhouse Director (input from Athletic Director and Exercise Science Department Head)
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Operate an efficient office and serve as a personable and professional representative for the Departments housed within the Ford Fieldhouse by providing high-level secretarial support to the Ford Fieldhouse Director, Athletic Director and the Exercise Science Department Head
- Utilize excellent judgment when dealing with sensitive and/or confidential information by maintaining accurate records, files, and office activities in strict confidence and in accordance with FERPA, HIPPA and other legal requirements
- Present a positive and professional image and act as an excellent departmental ambassador by greeting and assisting students and visitors with their questions, concerns and needs in a professional manner
- Transfer and field telephone calls as needed and process all incoming and outgoing Fieldhouse, Exercise Science, or Athletic mail and email
- Prioritize work to ensure that tasks are completed effectively and efficiently to ensure the needs of each department is met
- Complete all deposits and other financial transactions including procurements, reimbursements and invoice payments while maintaining accurate records of each in separate ledgers
- Ensure adequate inventory of office supplies and proper operation of office equipment. Collaborate with GRCCePrint to assist in the promotion of Ford Fieldhouse, Exercise Science and Athletic Department sponsored events by preparing and distributing content within stated deadlines
- Assist with coordination of special sporting events, conferences, or projects including but not limited to publicizing, accepting RSVP’s, and managing events
- Attend conferences, training sessions, and seminars related to specific areas or functions of this position at the request of the respective Department Head or Directors
- Manage Ford Fieldhouse and EXS web pages using web editing software
- Assist in the preparation of the annual department reports
- Run errands between Main Campus and DeVos Campus as needed
- 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.
- Take minutes for Department meetings as requested
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
- Perform other related duties as appropriately assigned by the Ford Fieldhouse Director for the Athletic Director or Exercise Science Department Head in conjunction with the operation of each area
Ford Fieldhouse Specific Job Functions
- Manage faculty/staff/community membership program while maintaining accurate records
- Produce membership reports as requested
- Manage the communication between the FFH and all user groups (students, faculty/staff, members)
- Maintain and update regularly the Facility Schedule using the 25Live Scheduling Software.
- Assist in the supervision of the front office student staff and assignment of duties for those student employees
- Assist in the student employee intake processes as needed
Exercise Science Department Specific Job Functions
- Work closely with vendors, order all textbooks in Follett, and create “desk copies” as requested and distribute
- Process and track substitute faculty pay
- Collection of Faculty Information Forms (FIF), office hours, and syllabus each semester
- Liaison between the dean's office and EXS office faculty
Athletic Department Specific Job Functions
- Send and collect athletic game contracts for all games
- Maintain and edit all athletic schedules to ensure they are up to date
- Process paperwork necessary for Clery Act compliance as it relates to Athletic Department travel
- Assist with the preparation of paperwork supporting EADA reporting for Athletic Department spending
- Process payments for athletic officials using ArbiterPay
- Serve as back up to assign and remove team locker room access for all athletic teams
- Coordinate athletic team travel
- Coordinate athletic team meals in collaboration with on-campus dining services
- Assist the Student Navigator by processing Letters of Intent for student-athletes
- Assist the student-athlete navigator and athletic director in processing and maintaining eligibility files
- Assist the student-athlete navigator in scheduling student mentors and any folders that need to be maintained
JOB SPECIFICATIONS
Education Credentials
- Associates degree or comparable combination of relevant education and experience
Work Experience
- Minimum of one or more years of secretarial or administrative assisting experience (preferably in a higher education setting)
- Experience working in an Educational/Academic office or Athletic office preferred
- Experience providing support in managing budgets preferred
- Excellent computer skills in programs within Google Suite
Skills
- Exceptional organizational skills, ability to prioritize, and complete tasks independently and in a timely manner
- Must be proficient in verbal, written, and interpersonal communication skills to work effectively with diverse populations
- Ability to perform daily routine and unexpected duties with minimum supervision
- Must work well with internal and external customers and client groups
- Must be able to use multifunctional printer/copier/scanner devices
- Ability to learn and execute various tasks using internal and external software
- CPR/AED/First Aid certified or be willing to obtain and maintain certification
Physical Demands
- Ability to work in an active environment
Mental Demands
- Possess mature judgment and be flexible in regards to interruptions and ability to handle pressure situations
- Must use good judgment in handling sensitive, confidential, or difficult situations
- Project a professional image including punctuality and good attendance
- Must be able to demonstrate initiative, problem-solving abilities and resourcefulness
- Ability to work independently, as a member of a team
- Must take initiative and be able to accomplish tasks without supervision at times
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.
- Ability to work in a high traffic, indoor office environment.
- Must be able and willing to work some evenings and/or weekends as may be necessary to support major functions of the Ford Fieldhouse Facility, the Athletic Department, or the Exercise Science Department.