Support Professional, CIS/MANU/Applied/MADD
Date: April 5, 2018
Title: Support Professional, CIS/MANU/Applied/MADD
Position Number: 872
Work Schedule: 40 hours/52 weeks (Flexible)*
Compensation: APSS, Level B, $17.08
Reports to: Apprenticeship Coordinator (and department heads)
Posting Closes: April 19, 2018
*May include evenings and weekends as requested or as necessary to support department projects or events.
Primary support person for the Manufacturing Apprenticeship Coordinator and four departments including department heads, instructors, and students.
ESSENTIAL JOB FUNCTIONS
- Provide high-level secretarial support for administrative and instructional support activities for department heads, departmental faculty, associate dean/dean including but not limited to completing and creating reports and using excellent judgment while maintaining the highest levels of confidentiality and ethical standards.
- Act as a liaison for students and visitors with faculty and staff including but not limited to: providing contact information/office hours for the faculty; collection of tests and assignments, posting notices of faculty absences or other messages in a timely manner; printing transcripts, schedules, or other documents from CWIS; assisting students with class changes and referring them to the appropriate department; assisting with scheduling of students as requested, including overloads with approvals and prerequisite waivers.
- Respond to customer inquiries for information either directly or by routing to the appropriate staff
- Coordinate, input and track book orders each semester for all departments. Order desk copies as necessary.
- Create and update department web pages and content.
- Act as a liaison for Advisory Committees, communicating information, arranging for meetings including scheduling of location, refreshments, and preparation of meeting materials as requested.
- Assist with various departmental forms (substitution pay, parking, printing, key requests, voicemail, etc.).
- Arrange for department and other college meetings. Take effective meeting notes, accurately transcribe, and disseminate as well as keep meeting records in archives.
- Act as in-office administrator for the Microsoft’s MSDN Academic Alliance. Create new groups each term, upload student accounts, reset passwords, and provide additional product keys/downloads as necessary.
- Assist faculty and students by printing various reports from PeopleSoft (i.e.: Condition of Classes, Class Lists).
- Process all incoming and outgoing mail and e-mail.
- Maintain office machines and supplies. Replenish office supplies as needed to maintain adequate inventory.
- Hire, train, and supervise student employee(s). Monitor time, complete and approve payroll form for processing.
- Assist other departmental secretaries as necessary. Back up when they are out of the office.
- Coordinate learning plans for students enrolled in the Manufacturing Trades Apprenticeship Programs based on company and Department of Labor standards.
- Develop and maintain the apprenticeship requirements including attendance, financial, enrollment, and administrative functions.
- Create and maintain the apprenticeship coordinator email group and notify companies of upcoming dates, changes in courses, new processes, orientation schedules, etc.
- Process apprenticeship admissions applications to the college and ensure student has all the necessary forms prepared for admission.
- Accurately register students and link the registration process electronically to the appropriate companies. Obtain the necessary contracts from companies for third-party billing permission.
- Send grade reports to apprenticeship coordinators at the end of each term. Make sure appropriate release forms are on file.
- Prepare student files for review and signatures for various certifications. Send all necessary forms to the Department of Labor to ensure issuance of the Journeyman’s Certificate of Completion by the DOL. Enter same into permanent record.
- Other duties as assigned by the Dean, Associate Dean or supervisor.
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
MARGINAL (NON-ESSENTIAL) JOB FUNCTIONS
- Administer and monitor tests and exams for students needing a makeup exam or taking online courses.
- As the 2nd Floor reception office for the ATC, direct students and visitors to ATC daily events, Heritage Restaurant, Ferris offices, Computer Lab, and classrooms.
- Assist in the planning and coordination of special departmental events and career days as requested or required.
- Accurately update or assist with development of various departmental, public, or internal documents, including course outlines, brochures, handbooks, departmental policies or practices, etc.
- Compile data from a variety of sources and create accurate summary reports as requested or required.
- Complete requests for copying (bulk or otherwise) ensuring accurate production and deliver copies within deadline.
- Associate’s degree required
- National Career Readiness Certificate (NCRC) preferred
- A minimum of three or more years of secretarial or administrative assisting experience.
- Proficient computer skills in CWIS, Microsoft Office (MS Word, Excel, Access, PowerPoint), and Drupal/Netscape Composer (for webpage updates).
- Excellent organizational skills, ability to prioritize and complete tasks in a timely manner.
- Finalists will be required to complete an office testing module and meet minimum standards, plus possess excellent proofreading skills and have aptitude for detail work. An in-basket assignment may be required.
- Must be proficient in verbal, written, and interpersonal communication skills to work effectively with diverse populations.
- Must use good judgment in handling sensitive or difficult situations.
- Project a professional image including punctuality and good attendance records.
- Ability to perform daily routine and unexpected duties with minimum supervision.
- Ability to work under pressure
- Possess mature judgment
- Tolerant of frequent interruptions
- Ability to sit for extended periods of time.
- Ability to lift and move up to 25 pounds
- Ability to work in busy office with many interruptions
- Possess ability to multi-task
METHOD OF APPLICATION
Grand Rapids Community College is only accepting online applications for this position at https://www.grcc.edu/jobs Submit a cover letter and resume in one document. The opportunity to apply for this position will close on April 19, 2018 at 11:59 PM. 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.