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This position supports the Associate Provost of Instructional Support & Institutional Planning as well as provides assistance to the processes and functions associated with the Instructional Support & Institutional Planning unit.
Requisition ID:
Position Number: 00001446
Employee Group: APSS
Schedule: 40 hours/52 weeks
Compensation: Level A
Benefits: Full-time
Reports to: Associate Provost of Instructional Support & Institutional Planning
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Provide high-level administrative support
- 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 Provost, and Instructional Support & Institutional Planning unit
- 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; greeting visitors, and sorting and disseminating mail
- Serve as first point of contact for Associate Provost’s scheduling needs and liaison with other unit, college, and community offices; maintain appointment calendar, work schedules, and critical timelines
- Assist with leaves of absences, travel arrangements, and expense reimbursements for the Associate Provost and unit, as needed
- Arrange for meetings and prepare meeting materials as requested. Take notes and maintain records of meetings related to strategic planning, accreditation, and the general functions of the Associate Provost’s office
- Assist the Associate Provost in developing, monitoring, auditing, and reconciling unit budgets, including processing invoices and related reports.
- Assist with and support annual department planning and cross-college team functions, including Department Planning, Academic Department Year End Reports and Plans, and cross-college team charter and annual report updates
- Maintain the Associate Provost’s office and associated unit and accreditation-related websites and Google Shared Drives. Support the creation and revision of online forms as needed
- Provide administrative support for the College’s Institutional Review Board (IRB), including corresponding with internal and external stakeholders, updating information and forms on the IRB website, and keeping records of IRB meetings
- Work with and support maintenance of institutional and unit databases
- Obtain transcripts and other documents from college-wide systems
- Accurately update or assist with development of various unit, college-wide, or public documents and/or reports, including compliance-related documents 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.
- Utilize online 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
- Assist with the development, research, and implementation of special projects
- Assist with unit functions that involve internal and external specialized software programs, such as TDX and HLC platforms
- Assist with managing external survey projects
- Exhibit a working knowledge of College departments and services available for students, staff, faculty, and the community to represent the Associate Provost’s office. Greet visitors, students, members of the College, and the public and respond appropriately to requests made in person, via telephone, or by email from individuals regarding the College, projects, events, etc.
- Design and prepare a variety of letters, memos, forms, and reports
- Order and maintain inventory of equipment and supplies
- Oversee the operation of office equipment and troubleshoot problems
- Oversee purchasing-related functions for Instructional Support & Institutional Planning unit
- Transcribe results of interviews/focus groups as needed for unit projects
- Work independently with minimal supervision and make decisions as necessary
- Work effectively with diverse groups and individuals in a team environment
- Perform the functions of the job efficiently
- Participate as a member or leader on teams or committees as requested or as mutually agreed upon
- 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
Educational Credentials
Work Experience
- Minimum of five (5) or more years of administrative assisting or equivalent experience preferred
- 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
Skills
- Excellent organizational skills, ability to prioritize, and complete tasks in a timely manner
- 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
- Project a professional image including punctuality and a good attendance record
Physical Demands
- Ability to sit for extended periods of time
- Ability to lift and move up to 25 pounds
Mental Demands
- 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 with regards to interruptions
- 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