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The Secchia Institute for Culinary Education is one of GRCC's School of Business and Industry (SBI) departments. This department has academic (degree-seeking programs), non-credit programs (GRCC Cooks), and operational (open-to-the-public venues and events) aspects. The support professional provides high-level support for the
- Administrative activities of the Secchia Institute Program Director
- Secchia Institute Director of Operations
- Department faculty
When requested, the support professional also supports the SBI dean and associate deans, utilizing excellent judgment when dealing with sensitive and confidential information. This position is the primary contact for all department-related calls and emails and the department's front-desk support for all students and visitors.
Requisition ID:
Position Number: 00001462
Employee Group: APSS
Schedule: 40/52
Compensation: Level A
Benefits: Full-time
Reports to: Program Director, Secchia Institute for Culinary Education
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Ability to perform multiple tasks simultaneously with frequent interruptions in a professional manner
- Ability to learn and react quickly, make decisions in the program director and/or operations director absence and execute them expeditiously
- Utilize excellent interpersonal skills, clear and understandable telephone manner, patience, tact, and good judgment
- Proactively identify problems and utilize exceptional judgment to assist in resolution
- Ability to prioritize and handle a constant, heavy workload and ensure that actions are completed effectively and within a deadline, with minimum supervision
- Team player with a positive attitude and a genuine desire to be helpful. Excellent communication skills, including English grammar, business communication, excellent typing skills, cordial, and hospitable telephone skills
- Respond appropriately to telephone calls or email requests from individuals regarding the college, department, school, classes, events, open-to-the-public venues (Heritage Restaurant, Foodology, Fountain Hill Brewery), etc.
- Greet students, faculty, staff, and department visitors provide information, assist with questions and requests, and act as a liaison for the program director, operations director, and faculty
- Compile data from various sources and create accurate summary reports as requested or required
- Independently prepare recurring reports and take appropriate action
- On an annual or another regular basis, work closely with others to prepare various reports and essential documents
- Assist with preparing materials for American Culinary Federation accreditation yearly reports and site visit self-study documents for culinary and baking programs
- Arrange for meetings and prepare meeting materials as requested. Take, prepare and distribute minutes of staff, Secchia Institute Advisory Committee, and Craft Brew Advisory Committee meetings
- Access and utilize highly confidential information. Masterful grasp of legal ramifications when handling confidential and sensitive information. Uses excellent judgment when dealing with sensitive and/or confidential information.
- Peoplesoft (CS PROD):
- Enter Year Long Schedule into Peoplesoft, including dates, times, rooms, and notes for culinary and brewing classes while also verifying the dates to the academic calendar, times of courses, and minutes required per credit hour
- Enter faculty absences (illness, bereavement, adjunct PTO) into Peoplesoft if needed due to error from faculty online absence form
- Enroll students in classes that require department consent or other courses as requested
- Assist students with registration issues
- Print class schedules, unofficial transcripts, condition of classes, class list, and other reports from Peoplesoft as requested
- Print Academic Advisement reports as requested by the program director or associate dean
- Run query reports to help assist with department planning and outreach
- Peoplesoft (FS PROD)
- Enter purchase requisitions/blanket purchase requisitions into Peoplesoft
- Enter fund transfers into Peoplesoft
- Run journal reports from Peoplesoft for budgets within Secchia Institute (both 11 and 15 accounts) to monitor budgets for expenditures and remaining balances
- GRCC Cooks (Non-Credit Workshops)/Continuity
- Accurately enter workshop descriptions, costs, dates, times, and presenters into Continuity
- Process cancellations in Continuity and forward to School of Workforce Development
- Initiate payment for GRCC Cooks presenters (non-GRCC faculty). Send information to Associate Dean's Office for current GRCC faculty presenters
- Prepare class lists, name badges, certificates for GRCC Cooks participants. Assist with preparing notebooks and workshop handouts
- Serve as a backup with registration for participants
- Perceptive Content/Image Now
- Scan bills to Perceptive Content/Image Now
- Enter supplier, invoice number, invoice date, account number, send to Program Director or Director of Operations for approval
- Assist Director of Operations with processing Storeroom invoices
- Keep the Secchia Institute website up-to-date with timely and relevant content regarding the department, programs, events, and open-to-the-public venues (Heritage, Foodology, Fountain Hill Brewery) using Drupal.
- Post job opportunities in industry and keep students informed of upcoming events and deadlines for college events through the Secchia Institute organization in Blackboard
- Verify faculty absences in Peoplesoft and complete faculty sub-pay forms for approval
- Assist with Secchia Institute Awards ceremony determining eligibility by running graduation application query
- Accurately update or assist with developing departmental public or internal documents, including brochures, handbooks, departmental policies or practices, etc.
- Receive requests for tours of the department and schedule on specific dates
- Knowledge of business forms and system
- Prepares monies taken into department either in cash or in check for delivery to Cashier's Office
- Sell items related to SICE as requested, taking payment by Raider Card using Atrium Web Reader software. Balance sales to Raider Card report. Enter journal for sales tax into Peoplesoft and forward to Accounting department
- Type or otherwise prepare a variety of letters, memos, forms, and reports
- Assist requesting students in resolving questions, concerns, or issues. Ensure student's question is resolved, or ensure that student is referred to the appropriate source.
- Assist with training or orientation of current or new faculty, staff, or student employees, especially with office machines, telephone system, computer/e-mail, keys, and parking.
- Prioritize work effectively to ensure that tasks are completed within the deadline
- Create and maintain effective working relationships with all GRCC staff to ensure positive teaming on projects
- Receive requests for Heritage Restaurant and Foodology gift certificates from other GRCC departments and prepare fund transfer
- As the first face that many will see upon entering the office, present a positive and professional image and be an excellent goodwill ambassador for the department and the college.
- Establish and maintain a variety of accurate and easy-to-use electronic and paper files, search files and records for information as requested, effectively provide the information requested
- Identifies the need for new business forms to expedite the business process. Develops effective forms and ensures that form is correctly used
- Organize office to be efficient and conducive to high volume and sometimes erratic workflow. Replenish office supplies to maintain an adequate inventory. Maintain office machines
- Approve student employee payroll in the absence of the Operations Director
- Other duties as assigned by Program Director, Dean, or Associate Dean of the School of Business and Industry
- Work closely with appropriate personnel to design the Secchia Institute website. Update academic and open-to-the-public (Heritage Restaurant, Foodology, Fountain Hill Brewery) venue information as needed to ensure accuracy using Drupal webpage editing software
- Receive textbook information from faculty and enter adoptions for culinary and brewing classes into the bookstore software program. Also, enter information for other Secchia Institute supplies sold in the bookstore
- Assist with special projects as requested
- Participate as a member or leader on teams or committees as requested or mutually agreeable
- Update department bulletin boards
- Recommend and request necessary training programs for approval by the supervisor to stay updated and current on all aspects of the job, including technology
- 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 two (2) or more years of secretarial or administrative assistant experience required, preferably in an educational office setting, including customer service and student support
Skills
- Proficiency in various software, including but not limited to: Microsoft Office, PeopleSoft, Drupal, Continuity, Blackboard, Perceptive Content/Image Now, Google Docs and Sheets, Radius, Atrium Web Reader, Discover (book ordering software for bookstore)
- Ability to perform functions of the job efficiently and professionally in stressful situations and/or under pressure with frequent interruptions
- Ability to communicate effectively with students, faculty, staff, and the public in written and oral communications
Physical Demands
- Ability to sit for extended periods of time
- Ability to lift and move up to 25 pounds
Mental Demands
- Organizational and problem-solving skills
- Aptitude for detail work
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 a busy office with frequent interruptions