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The support professional manages the Dean’s Office of Student Success & Retention to ensure efficiency and office organization with a high level of administrative support. This includes assisting the Dean with the development, monitoring, auditing, and reconciling of the office budget, specific grant budgets, and review of division’s budgets as needed. This person must be engaging with students, faculty, and staff with a strong attention to detail while possessing an understanding of GRCC policies, processes, practices, and Raider values.
INTERNAL: Only current APSS employees may apply.
Requisition ID:
Position Number: 00001456
Employee Group: APSS
Schedule: 40 hours/52 weeks
Compensation: Level A
Benefits: Full-time
Reports to: Dean of Student Success and Retention
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Provide high level administrative support to the Dean of Student Success & Retention (SSR), standing committees, and other groups as needed.
- Operate an efficient office and act as liaison and ambassador (the first contact) for the SSR Leadership Team utilizing troubleshooting skills and excellent judgment to assist in conflict/problem resolution.
- Perform general office duties by establishing and maintaining a variety of electronic and paper files that are general and confidential; accurately update or assist with development in writing general correspondence; scheduling meetings; answering the telephone; and sorting and disseminating mail.
- Serve as first point of contact for Dean’s scheduling needs and liaison with other college and community offices; maintain appointment calendar, work schedules, and critical timelines.
- Manage division complaint management and customer service feedback system.
- Oversee divisional communication and outreach campaigns for student retention and success initiatives.
- Monitor and compile student success and retention data from a variety of sources and create accurate summary tables, charts, and graphs as requested.
- Assist the Dean in the development, monitoring, auditing, and reconciling the Dean’s office budget as well as monitoring the SSR specific grants within guidelines set by the College.
- Assist the Dean and SSR Leadership Team in the development, preparation, and monitoring of various grants and grant applications.
- Maintain discretion when dealing with sensitive and/or confidential information.
- Greet and direct students, visitors, faculty, and staff in a professional manner, assisting with questions and concerns.
- Assist with scheduling of students as requested.
- Print transcripts, schedules, other documents off Campus-Wide Information System (CWIS), and assist students with class changes, referring them to the appropriate offices as necessary.
- Assist with travel arrangements and prepare expense reimbursements as needed for Dean, SSR Leadership Team, and AFP coordinators.
- Arrange for meetings and prepare meeting materials as requested.
- Take effective meeting notes: accurately transcribe, distribute, and file accordingly.
- Generate and process bi-weekly payroll for the Dean’s office and assure the timely submission and accuracy of the SSR Leadership Team’s timesheets.
- Process and verify faculty payroll for SSR to include full-time faculty base load and overload, assigned and not assigned; part-time faculty load; and release time.
- Assist with assigning faculty overloads as requested and run Faculty Information Forms (FIFs) and distribute to faculty as necessary.
- Monitor and reconcile any grant expenses through PeopleSoft and track in Excel.
- Process requests for grant professional development funds by tracking with the grant plan, submitting leaves of absence and trip proposal to the Dean for signature and sending approval letter to recipients.
- Assist with the process of faculty and staff leaves of absences, making sure they are in compliance with the various contracts and agreements as well as adhering to the policies and procedures set forth by Grand Rapids Community College.
- Assist Dean and SSR Team in collaboration with internal and external constituents (i.e., College departments, state and local level adult and developmental education boards, and other state and local level committees and boards).
- Responsible for assisting in the design, development, and implementation of new or existing program(s), service(s), or processes which lead to student success and retention.
- Accurately update or assist with development of various internal and public documents.
- Independently prepare recurring reports and take appropriate action.
- Assist in developing, researching, and implementing special projects.
- Work in conjunction with Dean and SSR Leadership Team to coordinate all operational components for assigned programs or events (workshop/class set-up, conference services, materials and supplies, etc.)
- Assist in developing and maintaining the SSR Dean’s/Associate Dean’s web page, as well as external and internal documents (i.e., brochures, handbooks, etc).
- Participate on unit leadership team, creating and implementing short- and long-range goals, objectives, policies, and operating procedures.
- Work closely with Deans and Associate Deans of School of Arts & Science, Workforce Development, and Student Affairs as well as departmental and program faculty to assist as requested or as needed in coordination with the various programs of the office of the Dean of SSR.
- Exhibit a working knowledge of College departments and services available for students, staff, faculty, and the community.
- Interview, select, train, evaluate, and supervise student employees as/if needed.
- Maintain equipment and supplies.
- Work independently with minimal supervision and make decisions as necessary in the absence of the Dean.
- Recommend and request training programs and submit to supervisor to stay updated and current on all aspects of the job.
- Work closely with facilities, faculty, and staff for building needs on the 3rd Floor of the Student Center.
- Participate as a member or leader on teams or committees as requested or as mutually agreed upon.
- Collaborate with and assist other SSR support professionals as needed/requested.
- 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 scheduled hours is required. Being present is essential for performing the essential functions of this position.
- Performs other related duties as assigned.
JOB SPECIFICATIONS
Education Credentials
Work Experience
- Minimum of five (5) years of secretarial or administrative assisting experience required
- Three (3) years in higher education preferred
Skills
- Must be proficient in verbal, written, and interpersonal communication skills to work effectively with a diverse population and promote a spirit of inclusiveness.
- 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 and Financials.
- Excellent organizational skills, ability to prioritize, and complete tasks in a timely manner.
- Ability to run enrollment, payroll, room, and other reports in varying formats from the PeopleSoft system and Campus Wide Event Scheduling Tool (CWEST).
- Demonstrated experience in prior departmental/school budget responsibilities.
- Proficient Internet navigation skills to upload and download forms and reports to various State and Federal agencies as well as compile research information as needed for various projects.
- Demonstrated initiative and problem-solving abilities, and ability to exert initiative and resourcefulness.
- Finalists will be required to complete an office testing module and meet minimum standards, plus possess excellent proofreading skills and have aptitude for detail work. A skills assignment may be required.
Physical Demands
- Ability to lift and move up to 25 pounds.
- Willing and able to work a flexible schedule that may include early mornings, evenings, and/or weekends.
- Ability to work in an environment that may have adverse temperatures, confined spaces, possible frequent location changes, etc.
Mental Demands
- Ability to perform the functions of the job efficiently and cheerfully
- Ability to respond courteously and appropriately to telephone and personal inquiries from faculty, students, staff, and the public
- Ability to maintain confidentiality, and able to cope calmly with different events and circumstances.
- Willing and able to work as a team with other co-workers
- Ability to perform daily routines and unexpected duties with minimum supervision
- Ability to work effectively with diverse groups and individuals in a team environment
- Ability to incorporate Raider values into professional work environment
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Ability to function effectively as a member of a team in a multi-person and high volume academic and student affairs department
- Ability to work flexible hours as needed. May require occasional evening and weekend hours
- Some travel may be required to participate in professional organizations and conferences