The Occupational Support Program (OSP) Front Desk Support Professional is the face of the department. OSP provides holistic support to GRCC students which includes academic and career advising, financial assistance, career transition support, and managing institutional barriers. This person sits at a front desk, checks students in, answers student questions, answers phones, emails, texts and other communication, schedules appointments and helps to assure that new and returning students’ needs are met. This position must interact effectively in a fast paced, high traffic environment that works with prospective and current students, faculty and staff. There is one shared front desk for all of the following programs which requires expertise on referrals and office support: Occupational Support Programs (OSP), Academic Advising and Transfer Center, Admissions/Enrollment, Student Records, and Financial Aid.
Requisition ID:
Position Number: 00001526
Employee Group: APSS
Schedule: 40 hours/52 weeks
Compensation: Level B
Benefits: Full-time
Reports to: Program Director, Occupational Support Programs
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Assist in the maintenance of accurate daily schedules for advisors/counselors in various calendars (Google & Navigate)
- Participate as a member of the front desk staff maintaining day to day front desk operations during hours that Student Services is open (varies but hours are scheduled typically during 8am to 5pm)
- Assist with the flow and referrals of all students needing enrollment, financial, records, academic, testing, and advising services on the first floor of RJF.
- Assist with maintenance and privacy of OSP student files and records
- Assist with virtual and in-person event planning, event invitations and communication, set up of Zoom links, reserve rooms, order food, prepare meeting materials, and record minutes
- Check voicemail, email, telephone, text, case referrals, and Occupational Support google forms submissions daily, taking action on student and staff requests
- Intake referrals from other internal offices, manage early alerts as a designated Navigate Case Manager, and participate in the GRCC Care Network
- Be able to assist with Google, Navigate, Image Now, People Soft and other technologies utilized by the department as they pertain to the responsibilities of the department
- Assist the Program Director of OSP with assigning advisors, adding and deleting students from the program, maintaining intake records, and managing indicators and holds
- Assist with student employee supervision and training of student employees and new employees at Student Services Front Desk, as needed
- Be able to serve new and returning students at the front desk and refer them to the appropriate offices
- Participate as a member of College, Divisional and Departmental teams or committees as requested or as mutually agreeable
- Manage FOCUS 2 user access, reports, billing, and renewal processes
- Manage and provide reporting on student data projects like financial assistance usage, zip code reporting, annual reporting, and special populations lists
- Assist the department and students with setting up job shadows and career related experiences for a variety of academic programs
- Manage OSP website to ensure information is up to date and accurate
- Manage documentation for the OSP financial application process, assisting director with financial awards
- Manage the content of the OSP monthly newsletter and the communication timeline
- Monthly reconciliation of the OSP expenses and purchases and decisions about which budget line items to use
- 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
- Associate’s degree or comparable combination of relevant education and experience
- Training in career development principles
Work Experience
- Minimum of two (2) or more years of customer service experience (preferably in a higher education setting)
- Bilingual English-Spanish preferred
- Prior experience working in a higher educational setting that provided academic advising, career development, or support services
- Proficient computer skills in PeopleSoft, Microsoft Office (MS Word, Excel, Access, PowerPoint, Google Drive) required
- Proficient computer skills in ImageNow preferred
Skills
- Excellent organizational skills and the ability to prioritize and complete tasks in a timely manner
- Must be proficient in verbal, written, and interpersonal communication skills
- Demonstrated ability to work effectively with and respect diverse populations
- Strong interpersonal skills and demonstrated ability to work as part of a team
- Project a professional image including punctuality and good attendance record
- Finalists must possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required.
Physical Demands
- Ability to sit or stand for prolonged periods of time
Mental Demands
- 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 busy 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 be able to prioritize and anticipate timelines required by events, communication deadlines, etc.
- Must use good judgment in handling sensitive or difficult situations in a pleasant and professional manner
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Ability to work in a high traffic, indoor office environment