00001485 - Support Professional, Student Affairs

The Support Professional provides direct assistance to the Associate Provost of Student Affairs, performing all general office management activities with a high degree of service, professionalism, confidentiality, and integrity. This position also coordinates with various Student Affairs’ offices and cross-campus departments to further student service initiatives and programming, as well as to address student inquiries and needs. Additionally, this position works collaboratively with the Executive Assistant to the Provost and the Support Professional to the Associate Provost of Instructional Support & Institutional Planning (ISIP) in support of the overall Academic & Student Affairs (ASA) Division and its related functions.

Requisition ID: 
Position Number: 00001485
Employee Group: APSS
Schedule: 8:00 AM - 5:00 PM, 40 hours/52 weeks *Must have the ability to accommodate a flexible work schedule, including evenings and weekends as needed.
Compensation: Level A
Benefits: Full-time
Reports to: Associate Provost of Student Affairs
Posting Opens: 
Posting Closes: 

ESSENTIAL FUNCTIONS

• Operate an efficient, welcoming office and provide high-level clerical support to the Associate Provost of Student Affairs.
• Greet visitors to the Associate Provost’s Office and provide students with information in-person, as well as by phone, text, mail, and email. Based on these interactions, provide the Associate Provost with information related to student service needs and trends.
• Assist the Associate Provost in tracking and resolving concerns arising from students, faculty, staff, and external community members.
• Generate correspondence and assist with the development of various documents.
• Run queries and compile data from a variety of sources (PeopleSoft, BI Publisher, Google Docs, Data Warehouse, EAB Navigate, CRM, etc.) to create accurate summary reports upon request.
• Manage and coordinate the Associate Provost’s calendar to help facilitate a well-ordered daily schedule.
• Schedule monthly updates with direct reports and other appointments with Associate Provost as requested. Reserve meeting rooms; arrange for equipment needs and refreshments; prepare meeting agendas, presentation slides, and other materials as requested. Take detailed meeting minutes, distribute, and file accordingly.
• Assist in processing all documents requiring the Associate Provost’s approval, including invoices and expense and mileage reimbursement requests. Ensure timely submission to Financial Services.
• Act as the contact person for payroll and time and effort certification issues.
• Track department financial transactions monthly via the creation of financial spreadsheets. Balance budget line totals using query reports. This includes monthly ProCard reconciliation.
• Compile budget data for various Student Affairs offices, as requested. Provide analysis of expenses as needed, monitor allocated dollars, and process purchase requisitions and line item transfers.
• Support departmental planning, IT, and budget request processes and time lines. This includes coordinating with various Student Affairs offices and preparing documents for submission in both spreadsheet and narrative formats.
• Maintain accurate general and confidential office files in compliance with college and federal data security requirements and privacy laws. Ensure that paper and electronic record keeping is complete, well organized, and easily accessible for the Associate Provost at all times.
• Order office supplies, materials, and publications as needed.
• Hire, train, schedule, supervise, and evaluate student assistants, as needed.
• Assist the Associate Provost with the development and implementation of a variety of projects, initiatives, and communication campaigns. Submit and coordinate webpage-, print media-, and signage-related requests. Proofread and provide consolidated feedback and information on desired revisions to the Communications and Web Services departments.
• Work with the Associate Provost and the Provost offices and others on a variety of divisional, cross-campus, and community projects and initiatives to support student access, retention, and completion.
• Provide backup administrative assistance to the Provost and Associate Provost of ISIP offices as needed. This may include, but is not limited to, generating and sending correspondence; resolving internal and external stakeholder issues and concerns; supporting Academic and Student Affairs Council, Academic Governing Council, and accreditation needs; scheduling and facilitating meetings; coordinating faculty and staff celebrations; managing discretionary release time and equated overload processes and communications.
• Attend professional development workshops and webinars to stay abreast of current Student Affairs trends and best practices related to customer service, office administration, and student success.
• Participate as requested in on- and off-campus events supporting student access, retention, and completion.
• 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.
• 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

• Associate’s degree or comparable combination of relevant education and experience
• Bilingual, English-Spanish preferred

Work Experience

• A minimum of three (3) years of clerical and administrative assisting experience required
• Prior experience working in higher education settings, preferably in roles related to student support services, or comparable relevant experience required
• Experience communicating and working effectively with diverse populations required

Skills

• Extensive software application skills, including knowledge of Microsoft Office Suite, G-Suite, learning management systems (preferably Blackboard and/or Canvas), EAB Navigate, student information systems (preferably PeopleSoft Campus Wide Information System), scheduling tools, CRM systems, and texting platforms.
• Attention to detail, including the ability to effectively organize work, handle multiple tasks concurrently, and meet deadlines.
• Strong interpersonal skills, including providing excellent customer service and working collaboratively as part of a team.
• Strong verbal and written communication skills, including the ability to provide accurate proofreading support. (A skills assessment may be required.)
• Budget reconciliation, data tracking and analysis, and report preparation.
• Fundamental knowledge of Family Educational Rights and Privacy Act (FERPA), federal and state aid eligibility, and institutional accreditation requirements.

Physical Demands

• Ability to lift and move up to 25 pounds.
• Ability to sit for extended periods of time.

Mental Demands

• Demonstrated initiative, attention to detail, and organizational and problem-solving abilities.
• Self-motivation with the ability to work proactively and independently with minimal supervision.
• Personable and energetic with a strong student service focus.
• Ability to provide exceptional and compassionate customer service while effectively managing student issues and concerns.
• Ability to communicate effectively with a diverse student, staff, faculty and business partner population. Additionally, must be able to effectively share complex information in a compassionate and easily understood manner.
• Must exercise excellent judgment when addressing sensitive situations. This includes maintaining confidentiality and possessing an understanding of FERPA, HIPAA, Title IX, Title IV regulations and requirements.

Working Conditions

• Regular, punctual in-person attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the functions of this position.
• Ability to accommodate a flexible work schedule, including evenings and weekends as needed.
• Mostly office environments. Some participation in events at local businesses and community organizations, which may be held outdoors.
• Occasional travel for professional development purposes or community events may be required.
• GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.