The Support Professional for the Woodrick Center for Inclusion and Multicultural Affairs conducts high-profile, multi-layered, and time-sensitive work on behalf of Grand Rapids Community College. This position is charged with providing administrative support to the Director of The Woodrick Center for Inclusion & Multicultural Affairs, coordinating office operations, comprehensive budget management, managing social media and web page accounts, and managing the referral database for student engagement programs. The person in this role must thrive in an environment dedicated to advancing equity through education, training and development, data-informed services, collaboration, flexibility, and an unwavering commitment to social justice. This type of work involves acute attention to detail, an advanced level of written and verbal communication, and engagement with a wide range of campus and community stakeholders.
Requisition ID:
Position Number: 00001732
Employee Group: APSS
Schedule: 40 hours/52 weeks
Compensation: Level B
Benefits: Full-time
Reports to: Director of Woodrick Center for Inclusion and Multicultural Affairs
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
Administrative Support
- Provide high-level administrative support to the Director of the Woodrick Center and the office of the Woodrick Center for Inclusion and Multicultural Affairs utilizing excellent judgment and integrity at all times.
- Prepare correspondence, agenda, meeting minutes, digital and print publications needed by the Office of Diversity, Equity, and Inclusion staff and its committees.
- Serve as the first point of contact for the The Director of The Woodrick Center for Inclusion.
- Respond to telephone inquiries, emails, and in-person inquiries; listen attentively; identify issues, and assist in making a timely referral. Schedule meetings, disseminate mail, and maintain appointments and critical timelines.
Office Operations
- Facilitation of office operations; supply order, daily check of main voicemail and email account, and organization of hard copy and digital archival files. Handle the purchase of office supplies and equipment.
- Manage clerical support; process mail, check deposits, speaker contract agreements, and deliveries.
- Maintain department social media accounts and web page; develop and disseminate educational content, partner initiatives, department news and updates, and information about Woodrick Center events and training sessions.
- Provide logistical support for department events and training sessions (in-person or virtual); facilitate event planning and coordination from start to finish, set up events in Zoom or secure room reservations, written and verbal communication with IT Media, guest speakers, and attendees
- Maintain the confidentiality of GRCC stakeholders that report campus climate issues related to discrimination and prejudice
- Assist with office sponsored event coordination and execution
- Manages student employees for office support, projects and student engagement activities. This may include recruiting, training, and managing student employees who assist in organizing events, facilitating workshops, or supporting outreach efforts
Budget Management
- Highly proficient in using electronic budget information systems
- Manage, process, and reconcile Pro card expenditures for all personnel in the department.
- Manage, process, and reconcile sponsor donations, budget transfers, purchase requisition, and rationale forms.
- Reconcile invoices, contract agreements and process travel and reimbursement for unit personnel and guest speakers.
- Collaborate with the budget office to process appropriate paperwork.
- Use technology resources to create expenditure databases, data entry forms, and reports.
- Manipulate large or complex spreadsheets using mathematical formulas to calculate data, link worksheets, and import data from other sources.
- Maintain regular communication with the Woodrick Center Director about budgetary transactions and management through a monthly budget report
Referral and Resource Management
- Maintain a database of student contact and needs in the Navigate-EAB system
- Respond to students’ telephone inquiries, emails, in-person inquiries, identify issues and assist in making a timely referral
- Manage online emergency resource applications and distribute items to eligible students
- 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.
Diversity, Equity, and Inclusion
- Demonstrate an understanding of the complexities of being both a College employee and a change agent who appropriately challenges the structures, processes, policies, and culture of the institution to bring about meaningful change to promote social justice and equity
- Cultivate authentic relationships with historically excluded student, faculty, and staff communities that are, consequently, underserved and underrepresented in post-secondary environments.
- Demonstrate acute awareness and understanding of institutional and structural biases and their impact on historically excluded students, faculty, and staff
- Work effectively with people of multiple identities and positionalities, including gender, race, ethnicity, sexual orientation, age, disability, socioeconomic status, worldview, and other significant aspects of identity
Miscellaneous
- 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
Education Credentials
Work Experience
- Minimum of two (2) years of administrative support and office management experience required
- Experience managing the schedule of an executive officer is preferred
- Experience with multifaceted budget management and following institutional/business protocols preferred
- Experience providing excellent written communication and engaging in highly effective verbal communication skills required
- Moderate experience with graphic design and promotional marketing preferred
Skills
- Working knowledge of computers, both enterprise and PC, includes word processing, database programs, and spreadsheets
- Knowledge of digital resources that enhance web and social media footprint
- Ability to respond to the needs of diverse communities
- Ability to maintain (print and digital) records, proofread, prepare written materials, and perform data entry with a high level of accuracy and attention to detail.
- Demonstrate evidence of a results-oriented approach and track record of setting priorities, completing assignments on time, and delivering results
- Demonstrate the ability to take responsibility for work performance, balance critical job requirements, initiating and completing work, managing time/conflict/stress, use resources and technology-based systems to organize, prioritize, and keep track of information and work in progress
Physical Demands
- Ability to lift and move up to 25 pounds
Mental Demands
- An understanding of the goals for diversity, equity, and inclusion in higher education
- An interest in working with historically excluded faculty, staff, and student communities
- Must manage contentious inquiries and statements about diversity, equity, and inclusion with emotional intelligence, maturity, and diplomacy
- Establish performance outcomes and self-evaluate success of assigned area(s) of responsibility via written biweekly reports and one-on-one supervisory meetings
- Produce legible and concise reports, internal memos, and correspondence
- Active learner that uses information for problem-solving and decision-making
- The courage to be innovative and try new approaches to work
- Outstanding work ethic and integrity. Provide creative problem solving while staying within the parameters of good practice
- Optimistic attitude and proven ability to function, work independently and effectively as a team member, and provide excellent customer service for internal and external GRCC stakeholders
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Working with people and presenting a positive and professional image
- Maintain a positive and progressive work environment