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The Support Professional for the School of Science, Technology, Engineering, and Mathematics (SSTEM) provides direct assistance to the Associate Dean and supports the GRCC institutional processes associated with the School of STEM.
Requisition ID:
Position Number: 00001624
Employee Group: APSS
Schedule: 40/52, 7:30 AM - 4:30 PM
Compensation: Level A
Benefits: Full-time
Reports to: Associate Dean of School of STEM
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Provide high-level administrative support to the Associate Dean of the School of STEM.
- Maintain discretion when dealing with sensitive and/or confidential information. Maintain accurate records, files, and office activities in strict confidence.
- Operate an efficient office and serve as a personal and highly professional representative for the College, Associate Dean, and School of STEM.
- 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 Associate Dean’s scheduling needs and liaison with other college and community offices; maintain appointment calendar, work schedules, and critical timelines.
- Perform general duties regarding schedule and section management; manage section offerings; update PeopleSoft to assign courses for full-time faculty and facilitate overload selection; coordinate assignment of courses for adjunct faculty.
- Facilitate the hiring process of full-time faculty by creating and coordinating meetings, coordinate adjunct hiring by providing paperwork and checking references as well as communicating needs of Human Resources department.
- Enable the Faculty Performance Evaluation of full-time faculty by coordinating creation of tenure and rank committees; establish appointments for observations of full-time faculty and adjuncts.
- Accurately update or assist with development of various departmental, internal, or public documents.
- Compile data from a variety of sources and create accurate summary reports as requested or required. Independently prepare recurring reports and take appropriate action.
- Proficient Internet navigation skills to upload and download forms and reports
- Assist in development, researching, and implementing special projects.
- Accurately update or assist with development of various internal and public documents.
- Exhibit a working knowledge of college departments and services available for students, staff, faculty, and the community. Greet visitors, students, members of the College, and the public and respond appropriately to requests made in person or via telephone or email from individuals regarding the College, projects, events, etc.
- Design and prepare a variety of letters, memos, forms, and reports as requested by the Associate Dean of STEM
- Work independently with minimal supervision and make decisions as necessary in the absence of the Associate Dean.
- Ability to work effectively with diverse groups and individuals in a team environment.
- Ability to perform the functions of the job efficiently and cheerfully.
- Willing and able to work as a team with other co-workers. Maintain equipment and supplies.
- Assist other SSTEM staff as deemed necessary.
- Participate as a member or leader on teams or committees as requested or as mutually agreed upon.
- 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
Work Experience
- Minimum of five (5) years of administrative assisting or equivalent experience
- Highly proficient computer skills in CWIS, Microsoft Office (MS Word, Excel, Access, PowerPoint), and web-editing skills
- Must be proficient in verbal, written, and interpersonal communication skills to work effectively with people of diverse ages, ethnic, sexual, and socio-economic backgrounds.
- Project a professional image including punctuality and a good attendance record
- 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. An in-basket assignment may be required.
Skills
- Working knowledge of computers, 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
- Working knowledge of telephone, copier, and fax machine
- Ability to run enrollment, payroll, room and other reports in varying formats from the PeopleSoft system, Campus Wide Event Scheduling Tool (CWEST) and R25
Physical Demands
- Ability to lift a maximum of 25 pounds
- Ability to sit for prolong periods of time
Mental Demands
- Demonstrated initiative and problem-solving abilities and be able to exert initiative and resourcefulness
- Ability to perform routine and unexpected duties with minimum supervision
- Proven ability to provide excellent customer service to students and staff in a demanding work environment
- High energy level with enthusiasm and interest in helping and supporting students, staff, and the public
- Ability to work under pressure while possessing mature judgment and flexibility with regards to interruptions
- Must use good judgment in handling sensitive or difficult situations in a pleasant and professional manner
- Excellent organizational skills, ability to prioritize, and complete tasks in a timely manner
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Must be available for some evening and weekend hours
- High traffic, indoor office environment