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This position is responsible for operating an efficient office and serves as a personal and professional representative for the Dean of the Lakeshore Campus.
Requisition ID:
Position Number: 00001835
Employee Group: APSS
Schedule: 40 hours/52 weeks
Compensation: Level A
Benefits: Full-time
Reports to: Dean of the Lakeshore Campus
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Provide high level administrative support to the customers, faculty and staff at the Lakeshore Campus including the Dean of the Lakeshore Campus, as well as, all internal and external partners of the Lakeshore Campus
- Utilize troubleshooting skills and excellent judgment to assist in conflict/problem resolution
- Compile program assessment data from a variety of sources and create accurate summary tables, charts, and graphs as requested
- Assist the Dean and Operations Manager in scheduling of all courses with the appropriate Associate Deans and department heads from Liberal Arts, STEM, Business & Industry, and Health Sciences
- Collaborate with Student Life, President’s office, Alumni Relations, Human Resources, Experiential Learning, Center for Teaching Excellence and various other offices to make sure Lakeshore Campus students, faculty and staff receive the same information and types of services as they would at the Main Campus.
- Assist with and document student complaints, including meeting with students to resolve issues
- Serve as a highly professional representative of the Lakeshore Campus. Present a positive and professional image, utilizing the GRCC Service Excellence guidelines, to the students, visitors, department and college.
- Serve as a point of contact for inquiries regarding the Lakeshore Campus, as well as the Dean’s scheduling needs, and liaison with other college and community offices; maintain appointment calendar and critical timelines.
- Responsible for billing related to facility use at the Lakeshore Campus and compiling budget data for reports as requested by Dean.
- Know the role and function of the various main campus departments and utilize their assistance as needed.
- Greet and direct students, visitors, faculty and staff in a professional manner, assisting with questions and concerns.
- Responsible for following protocols when emptying the Cash2Card Machine, processing cash deposits and transporting money to the Cashier’s office at the Main Campus, when necessary.
- Maintain accurate and effective communications and interactions with students, members of the College community, and the public including in person, phone, emails and surface mail with faculty, staff, and students.
- Ability to respond courteously and appropriately to telephone and personal inquiries from faculty, students, staff and the public.
- Maintain discretion when dealing with sensitive and/or confidential information.
- Provide departmental payroll support to the Dean of the Lakeshore Campus.
- Review and ensure accuracy of Lakeshore Campus webpages.
- Work independently with minimal supervision and make decisions as necessary in the absence of the Dean and Operations Manager
- Provide additional support for administrative and instructional staff as appropriate.
- Assist in development, researching, and implementing special projects, as necessary.
- Arrange for internal meetings and prepare meeting materials or minutes as requested.
- Aid new or current faculty, staff, and student workers with questions or concerns related to office equipment, including computers, software, keys, telephone system, and email.
- Perform general office duties by maintaining general and confidential files, writing general correspondence, scheduling meetings, answering telephone, sorting and disseminating mail, coordinating work calendars and work schedules.
- Assist with internal and external room reservations for the Lakeshore Campus in 25Live, room setup, coordinate food orders, and aid guest speakers.
- Support Student Employment Services by assisting new student employees with completing new hire paperwork at the Lakeshore Campus.
- Assist with travel arrangements and prepare expense reimbursements as needed.
- 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.
- Participate and assist with Lakeshore events, such as Fall/Spring open houses, orientation, Ready, Set Enroll, and other such events, outside of normal working hours.
- Serve on various teams and groups to represent the Lakeshore Campus
Order supplies as needed
- Serve as backup to other Lakeshore Campus APSS as needed (disability support service & test proctoring)
- 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
Education Credentials
Work Experience
- Minimum of five (5) years of administrative support experience required
- Experience in higher education is preferred
- Strong working knowledge of PeopleSoft (CWIS), Blackboard, Microsoft Office Suite, Adobe Acrobat, Google, 25 Live, Navigate & Acuity
- Supervision experience preferred
- Finalists will be required to complete an office testing module and meet minimum standards, plus possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required.
Skills
- Excellent organizational skills and the ability to prioritize and complete tasks in a timely manner
- Must be proficient in verbal, written, and interpersonal communication skills
- Demonstrated initiative and problem-solving abilities
- Proven ability to provide excellent customer service to students and staff in a demanding work environment. A customer oriented, positive, and flexible attitude.
- Ability to perform routine and unexpected duties with minimum supervision
Physical Demands
- Ability to sit or stand for extended periods of time
Mental Demands
- Ability to utilize the highest level of confidentiality and ethical standards
- Must use good judgment in handling sensitive or difficult situations in a pleasant and professional manner
- Project a professional image, including punctuality and good attendance record
- High energy level with enthusiasm and interest in helping and supporting students, staff, and the general public
- Team player with a positive attitude and a genuine desire to be helpful
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.