Support Professional, Associate Dean's Office, Student Success & Retention

Grand Rapids, Michigan
$17.33 per hour + benefits
Jun 16, 2017
Institution Type
Community College

Date:                     June 16, 2017

Title:                      Support Professional, Associate Dean’s Office – Student Success & Retention

Job ID:                   793

Schedule:              40 Hours/52 Weeks*

Salary:                   APSS, Level A $17.33/hour

Reports to:            Associate Dean of Student Success and Retention

Close date:           June 30, 2017

*Some evening or weekend hours may be required due to special events or projects.


The Support Professional for the Student Success & Retention (SSR) Associate Dean maintains the office area and ensures efficiency and office organization. This person must be engaging with students, faculty, and staff with a strong attention to detail while possessing an understanding of GRCC policies, processes, and practices.

Essential Job Functions

  • Operate an efficient office and provide high-level administrative support to the Associate Dean of Student Success and Retention with the ability to utilize discretion and judgment in dealing with sensitive and/or confidential information.
  • Greet and direct visitors, students, and faculty/staff in person and via telephone or e-mail regarding a wide range of issues related to the College.
  • Exhibit a working knowledge of College departments and services available for students, staff, faculty, and the community.
  • Serve as team member to assist in the design, development and implementation of programs, services, or processes that have a goal of increased student success and retention.
    • Pre-requisites and waiver process-responding to requests for information and waivers, directing to departments when necessary, evaluating prior credits for pre-requisite fulfillment, granting waivers, communicating outcomes
    • Academic Standing-coordinate the implementation of probation and suspension policies, creating  the process to place indicators for probation and suspension, running the process to place indicators, preparing mass communication to students on probation and suspension, receiving appeals for reinstatement, communicating outcomes of Academic Standing Committee
    • Student outreach programs and workshops-assists with the design, development, and promotion of classroom and non-classroom programming
  • Works in conjunction with Associate Dean to coordinate all operational components for assigned programs (workshop/class set-up, conference services, materials and supplies, etc.)
  • Coordinate the collection, compilation, and analysis of program data; develop, write, and share statistical and narrative program reports.
  • Manage internal processes including, but not limited to, Medical/Hardship Withdrawals, Budget Oversight, and faculty pay forms.
  • Manage input processes for College Learning Studies (CLS) including scheduling, section assignments, coordination of classroom observations, creation of semester email group, and syllabus review.
  • Accurately prepare and update departmental documents.  
  • Remove CLS/MND Holds, as necessary, or as requested by advisors
  • Schedule meetings and prepare meeting materials as requested. Take effective notes, accurately transcribe, distribute and file accordingly.
  • Assist with the intake of student complaints/concerns, and grade appeals.
  • Serve as Power User for Image Now and 25 Live 
  • Assist with payroll processes related to faculty overloads and Faculty Information Forms (FIFs). Calculate and monitor hours for contractual compliance, including determining equated overload and stipend pay for full-time and adjunct faculty.
  • Schedule and coordinate observations related to the faculty evaluation process as well as scheduling of evaluation discussions.
  • Compile data from a variety of sources and create accurate summary reports as requested or required. Independently prepare recurring reports and take appropriate action.
  • Assist with orientation of faculty, staff, or student employees in relation to office systems, technology tools, and other aspects of onboarding.
  • Make travel arrangements for the Associate Dean as requested.
  • Train, supervise, and coordinate schedules for student employees
  • Maintain sufficient quantity of office supply materials
  • Assist the Associate Dean in facilitating the hiring and performance evaluation process for full time and adjunct faculty.
  • Coordinate adjunct evaluation system by scheduling classroom observations and contacting observers.

Marginal (Non-essential) Job Functions

  • Collaborate with and assist other SSR support professionals as needed/requested.
  • Distribute incoming mail to the 3rd floor of the Student Center building.
  • Assist adjunct faculty in resolving issues with PeopleSoft, Novell, and Blackboard.
  • Assist in developing training of academic departments in use of SARS GRID as a note-taking system for student interactions and classroom faculty advising.
  • Assist in monitoring SARS Early Alert as necessary.
  • Serve as point of contact when Associate Dean is unavailable.
  • Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
  • Other duties as assigned by the Associate Dean of Student Success and Retention.

Job Specifications


  • Associate’s degree required, bachelor’s degree preferred.
  • National Career Readiness Certificate (NCRC) preferred.

Work Experience

  • Minimum of 3 years of administrative support experience.
  • Two years in higher education preferred.

Mental Demands

  • Must be proficient in verbal, written, and interpersonal communication skills to work effectively with a diverse population and promote a spirit of inclusiveness.
  • Must use good judgment in handling sensitive or difficult people and situations.
  • Strong computer skills in PeopleSoft, SARS, Microsoft Office (MS Word, Excel, Access, PowerPoint), and other relevant software such as Microsoft Visio. Image Now experience preferred, but not required.
  • Proficient in Internet navigational skills, with ability to upload and download forms and reports.
  • Demonstrated initiative and problem-solving abilities, and ability to exert initiative and resourcefulness.
  • Excellent organizational skills, ability to prioritize, and complete tasks in a timely manner.
  • Must be collegial and collaborative.
  • Must possess a positive attitude.
  • Must meet minimum standards of the APSS testing process (testing components: Ability to type a minimum of 45-50 words per minute; 70% proficient in language arts; 80% proficient in edit/format letter, paragraph retrieval to format a letter, and data entry; and 90% proficient in math) plus possess excellent proofreading skills and have aptitude for detail work including record keeping and filing and preparation of financial reports and documents.
  • An in basket assignment may be required.
  • Project a professional image, including punctuality and good attendance record.
  • Maintain the highest levels of confidentiality and ethical standards.

Physical Demands

  • Ability to lift and move up to 25 pounds.

Working Conditions

  • Ability to perform daily routine and unexpected duties with minimum supervision.
  • Willing and able to work a flexible schedule, including some evenings/weekend
  • Ability to work under pressure in a fast-paced environment. Possess mature judgment and be flexible in regard to interruptions.

Method of Application

To apply for this position, please visit our website at  Grand Rapids Community College is only accepting online applications for this position.  Submit a cover letter and resume in one document.  The opportunity to apply for this position will close on June 30, 2017 at 11:59 PM ET.  Individuals with diverse backgrounds are encouraged to apply.  Grand Rapids Community College is an Equal Opportunity Employer.

Grand Rapids Community College creates an inclusive learning and working environment that recognizes the value and dignity of each person. It is the policy and practice of GRCC to provide equal educational and employment opportunities regardless of age, race, color, religion, marital status, sex/gender, pregnancy, sexual orientation, gender identity, gender expression, height, weight, national origin, disability, political affiliation, familial status, veteran status or genetics in all programs, activities, services, employment and advancement including admissions to, access to, treatment in, or compensation in employment as required by state and federal law. GRCC is committed to reviewing all aspects of GRCC programs, activities, services and employment, including recruitment, selection, retention and promotion to identify and eliminate barriers in order to prevent discrimination on the basis of the listed protected characteristics.  The college will not tolerate any form of retaliation against any person for bringing charges of discrimination or participating in an investigation. Further information may be obtained from the EEO Office or the Office of General Counsel, 143 Bostwick Avenue NE, Grand Rapids, MI 49503-3295.