The Support Professional for the Associate Dean of Business and Industry provides secretarial and administrative support to meet School of Business and Industry (SBI) goals. This position provides direct support to the Associate Dean, and supports institutional processes associated with the Year-Long Schedule strategic development, Early/Middle College offerings, Enrollment Management, Faculty Hiring and Evaluation, Faculty Workloads, and Student Conduct and Concerns. The Support Professional actively assists with special cohort programs on tasks related to enrollment, scheduling, and communications. Strong candidates will possess excellent spreadsheet skills, including the development and management of sheets that will dictate school wide scheduling and be shared across all departments. Additionally, candidates will demonstrate excellent communication and project management skills.
Requisition ID:
Position Number: 00001454
Employee Group: APSS
Schedule: 40 hours/52 weeks, 8:00 AM - 5:00 PM, including some evenings
Compensation: Level A
Benefits: Full-time
Reports to: Associate Dean, School of Business & Industry
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Operate an efficient office and provide high level secretarial support to the Associate Dean, academic departments and other initiatives of the School of Business and Industry.
- Utilize excellent judgment at all times, and when dealing with sensitive and/or confidential information associated with the administrative and instructional activities of the Associate Dean's office. Greet and direct visitors, students. staff, and community members in a professional manner, and respond appropriately to requests made in person, via telephone, or email regarding the College, classes, projects, events, etc.
- Utilize troubleshooting skills and excellent judgment to assist in conflict/problem resolution
- Serve as the first point of contact for the Associate Dean's scheduling needs and liaison with other college and community offices; maintain appointment calendar, work schedules, and critical timelines
- Perform general office duties by maintaining general and confidential files, writing general correspondence, answering the telephone, and sorting and disseminating mail
- Assist in processing and disseminating all forms requiring Associate Dean's signature
- Process approved Leave of Absence (LOA) requests
- Assist with the process of developing, implementing and updating the Year-Long Schedule for the School of Business and Industry (i.e., dates, times, class additions, class cancellations, instructor names, contact hours, rooms, etc.), notifying the appropriate groups of all changes and corrections
- Assist with special cohort programs (e.g., Retail Management & Supply Chain) by working with faculty, staff, and cohort partner representatives on tasks related to enrollment, scheduling, communication, tuition and bookstore needs
- Assist with the development of various enrollment management reports for the school
- Compile scheduling and enrollment data and create recurring reports; run queries and create summary reports as directed by the Associate Dean
- Assist with the Faculty Hiring processes for full-time and adjunct faculty. Ensure that required documents are completed for full-time job postings, including an updated Job Description, Position Authorization Form (PAF), Employment Application and any additional documentation required (such as Criminal Background Checks). Ensure that screening committees are identified and interviews are scheduled.
- Assist with the Faculty Performance Evaluation (FPE) process, including communication of annual FPE deadlines, ensuring that Tenure and Rank (Promotion) committees are identified and committee meetings are scheduled, and scheduling required class observations
- Assist the Associate Dean to process and track student complaints and grade grievances
- Assist the Associate Dean to process and track student conduct concerns
- Reconcile and submit monthly pro-card reports
- Create Purchase Orders, process invoices for payment, and make appropriate journal entries
- Arrange for internal and external meetings, and prepare meeting materials as requested
- Schedule SBI advisory committee meetings and assist with taking effective meeting notes, accurately transcribe, distribute and file accordingly
- Make appropriate travel arrangements for the Associate Dean as requested
- Accurately update or assist with development of various departmental, public, or internal documents
- 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
- Exhibit a working knowledge of College departments and services available for students, staff, faculty, and the community
- Participate as a member or leader on teams or committees as requested by or as mutually agreed upon with the Associate Dean
- Assist other School of Business and Industry support professionals as deemed necessary
- 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
Work Experience
- Minimum of three (3) years of administrative assisting experience required
- Experience working in educational settings is highly preferred
- Demonstrated knowledge and software application experience: MS word, Excel, and Google applications required
Skills
- Excellent organizational skills, ability to prioritize, and complete tasks in a timely manner. Must possess the ability to anticipate needed resources/information to see projects to successful conclusion
- Must be proficient in verbal, written, and interpersonal communication skills to work effectively with people of diverse ages, ethnic, sexual and socio-economic backgrounds
- Must use good judgment in handling sensitive or difficult situations
- Project a professional image including punctuality and good attendance record
- Maintain the highest levels of confidentiality and ethical standards
- Ability to perform daily routine and unexpected duties with minimum supervision
- Must be self-motivated and resourceful, demonstrating initiative and strong problem-solving abilities
- Working knowledge of computers both enterprise and PC including but not limited to word processing, database programs, spreadsheets, and the willingness to learn PeopleSoft Campus-Wide Information System (CWIS) with demonstrated experience in Student Administration
- Ability to learn to run enrollment, room and other reports in varying formats from the PeopleSoft system
- Ability to use or learn how to use data management tools like MS Office, Google Suite tools, and spreadsheets
- Experience with various technologies and a technology mindset for work process innovation and improvement
- Possess excellent proofreading skills and have an aptitude for detailed work
- Finalists must possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required.
Physical Demands
- Ability to sit for extended periods of time
Mental Demands
- Possess mature judgment and flexibility in regards to frequent interruptions and ability to work under pressure
- Demonstrated initiative and problem-solving abilities and be able to exert initiative and resourcefulness
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 environment
- Ability to work in busy office with frequent interruptions
- Willing and able to work flex time including some evenings