Body
The Support Professional for the Mathematics Department provides essential administrative skills and support for the Department Head, faculty and staff, students and visitors of the Mathematics Department. They will provide assistance on a daily basis by carrying out the Essential Job Functions that are described below.
Requisition ID:
Position Number: 00001489
Employee Group: APSS
Schedule: 40 hours/52 weeks
Compensation: Level B
Benefits: Full-time
Reports to: Department Head, Mathematics
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Operate an efficient office and act as liaison (the first point of contact) for the Department Head, Faculty and staff utilizing troubleshooting skills and excellent judgment to assist in conflict problem resolutions
- Serve as first contact for administrative and instructional activities for the Mathematics Department utilizing excellent professional awareness of legal ramifications when handling sensitive and/or confidential information
- Greet and direct students, visitors, faculty and staff in a professional manner, assisting with questions and concerns
- Act as a liaison for students and visitors with faculty and staff including, but not limited to: posting messages in a timely manner; printing transcripts, schedules, or other documents; assisting students with class changes and referring them to the appropriate mathematics faculty member; assisting with scheduling of students as requested
- Perform departmental registrations for students with class selection, working with Advisors, Counselors, Enrollment, Student Records and students to ensure prerequisites and program requirements are met
- 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 disseminating mail
- With the Mathematics Department Head, coordinate the process of developing, implementing and updating the Class Schedule for the Mathematics Department
- Accurately maintain communication with all collaborative internal and external organizations such as, but not limited to: K-12 Partners, Advising, Mathematics tutorial labs, 4-year Higher Education Institutions
- Arrange for internal and external meetings, and prepare meeting materials as requested
- Take effective meeting notes, accurately transcribe, distribute and file accordingly
- Correspond with existing and potential students using Mongoose-Cadence Texting
- Assist in budget oversight of appropriate accounts
- Compile data from a variety of sources and create accurate summary reports as requested or required. Independently prepare recurring reports and take appropriate action
- Maintain accurate records, files and office activities in strict confidence
- Assist faculty and adjunct with general information, pay dates, reporting absences, syllabus template, early alerts, exam schedule, etc.
- Assist with delivery, collecting and filing of Faculty information Forms, supplemental pay forms and other related forms for all faculty and adjuncts
- Update department bulletin board with staff pictures, listing of office hours, phone numbers, office location and courses being taught by semester
- Accurately maintain and update departmental email groups and mailboxes
- Accurately update or assist with development of various departmental, public, or internal documents including brochures, handbooks, school departmental policies or practices, etc.
- Update and maintain individual faculty and adjunct mailboxes
- Type or otherwise prepare a variety of letters, memos, forms and reports
- Accurately communicate with faculty, bookstore, and publisher book representatives to place textbook orders and obtaining desk copies for new or adjunct faculty or order as needed for classes
- Prepare and reconcile the monthly procurement card
- Ensure adequate inventory of office supplies by monitoring usage and researching price and quality of products to keep a balanced budget, and order office supplies for the department and classrooms and submit purchase order requests as needed
- Assist with reserving and ordering equipment, rooms and other items for department meetings, with the Department Head and STEM Dean’s office and notifying the appropriate groups
- Assist with the hiring of student employees. Train, supervise, and process payroll for student employees
- 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
- One (1) or more years of secretarial or administrative assisting experience is preferred
- Finalists must possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required.
Skills
- Attention To detail
- Customer Service
- Technical/Self Starter
- Confidentiality
- Conflict Resolution
- Communication & Team work
Physical Demands
- Ability to lift and move up to 25 pounds
- Must be able to sit for extended periods of time
- Must have mobility to navigate between campuses, buildings and various floors where the department and classrooms are located
Mental Demands
- Strong computer skills in Microsoft Office (MS Word, Excel, PowerPoint) and Drupal (for web page updates). Google Mail / Google calendar, Cadence (for text blast to students)
- Excellent organizational skills, ability to prioritize and complete tasks in a timely manner
- Must be proficient in verbal, written and interpersonal communication skills to work effectively with people of diverse ages, ethnicities, sexual and socio-economic backgrounds
- Ability to work under pressure and handle pressure situations. Possess mature judgment and be flexible in regards to interruptions and pressure situations
- Project a professional image including punctuality and good attendance record
- Ability to perform daily routine and unexpected duties with minimum supervision
- Must use good judgment in handling sensitive or difficult situations
- Demonstrate initiative and problem-solving abilities and be able to exert initiative and resourcefulness
- Maintain the highest levels of confidentiality and ethical standards
- Team player who maintains a positive working relationship with co-workers
- Must be proficient in verbal, written and interpersonal communication skills to work effectively with people of diverse ages, ethnic, sexual and socio-economic backgrounds
- Ability to work under pressure
- Possess mature judgment and flexibility in regards to interruptions and ability to handle pressure situations
- Must use good judgment in handling sensitive or difficult situations
- Project a professional image including punctuality and good attendance record
- Demonstrate initiative and problem-solving abilities and resourcefulness
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- High traffic indoor environment
- Busy office with frequent interruptions
- Department and classrooms are located in several different buildings and campuses
- Long periods of computer usage are routinely needed