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GRCC Support Professional - Administrative Assistant to Chief Equity and Inclusion Officer

Employer
Grand Rapids Community College
Location
Grand Rapids

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Institution Type
Community College

Job Details

External Posting: Open to any qualified candidate.

Date: May 20, 2019

Position Title: Support Professional - Administrative Assistant to Chief Equity and Inclusion Officer

 

Position Number: 979

 

Hours Per Week: 40 Hours/52 Weeks

Salary Schedule: APSS – Level A, $17.76 per hour

Reports to: Chief Equity and Inclusion Officer/Executive Director, Woodrick Center for Equity and Inclusion

 

Close Date: May 31, 2019

SUMMARY:

The Administrative Assistant will provide high-level, multi-layered, and confidential administrative support to the Chief Equity and Inclusion Officer (CEIO). The person in this role must be able to thrive in an environment dedicated to innovation, teamwork, flexibility, and an unwavering commitment to social justice. This type of work involves interaction with a wide range of campus and community stakeholders to shape and promote initiatives under the auspices of the Office of Diversity, Equity, and Inclusion (ODEI). The work schedule may need to be adjusted to accommodate peak periods; this may include some evenings and weekends.

ESSENTIAL JOB FUNCTIONS:

Administrative Support:

  • Independently provide comprehensive administrative support to the Chief Equity and Inclusion Officer.
  • Assist CEIO with travel arrangements, prepare background information for professional commitments, coordinate meetings, and events, develop meeting agendas, manage a highly active calendar, and by request take meeting minutes and distribute.
  • Coordinate office operations and maintain ODEI Student Support Service work log for tutors and academic advisor.
  • Create a wide variety of correspondence; edit /proofread for accuracy, appearance, readability, and style.
  • Establish and maintain records and files; record statistical information; maintain confidential unit and program files.
  • Prepare unit reports and promotional materials.
  • Other relevant duties as assigned

Diversity, Equity, and Inclusion:

  • Develop office operations that reflect an understanding of institutional and structural bias and their impact on underserved and underrepresented communities.
  • Assist with developing materials that keep the college community informed about overall progress toward diversity, equity, and inclusion.
  • Coordinate logistics and assist with ODEI events, signature initiatives, and evening functions, work on special projects and meet deadlines.
  • Provide logistical support for training initiatives facilitated by the Associate Director of the Woodrick Center and Assistant Director of the Office of Diversity, Equity, and Inclusion.
  • Work effectively with people of diverse ages, ethnic, gender and sexual orientation, disabilities and socio-economic backgrounds.

Budget Management:

  • Proficient in the use of electronic budget information systems PeopleSoft, Banner, Microsoft Office, and other internet applications.
  • Manage and process Pro card expenditures of the CEIO.
  • Manage the purchasing of supplies and equipment, travel and reimbursement, and submit related paperwork. Reconcile purchase invoices, and process travel and reimbursement.
  • Reconcile unit and grant budgets monthly; collaborate with the budget office to process appropriate paperwork; project future needs and make recommendations for budget development.
  • Use Excel skills to create expenditures database, data entry forms, and reports. Manipulate large or complex spreadsheets using mathematical formulas to calculate data and link worksheets, and import data from other sources.
  • Maintain regular communication with the CEIO on budget status.

Communication:

  • Demonstrates cultural competence and awareness when communicating with internal and external constituents.
  • Excellent written and verbal communication skills, and ability to present to racially, ethnically, and socioeconomically diverse communities.
  • Serve as a liaison between ODEI and GRCC stakeholders and community members. Respond to telephone inquiries, emails, in-person inquiries; listen attentively; identify issues and assist in making a timely referral.
  • Serve as the lead administrator on social media accounts.
  • Assist students, faculty, and staff, making referrals when appropriate.
  • Ability to maintain a positive approach toward colleagues and students in a demanding work environment.
  • High level of enthusiasm, and the ability to be innovative and creative.
  •  

Additional Key Functions

  • Knowledge of college policies and procedures.
  • Takes responsibility for own work performance and balancing critical job requirements; initiating and completing work; managing time/conflict/stress; uses systems to organize, prioritize, and keep track of information and work in progress.
  • Self-motivated with the ability to work independently with minimal supervision.
  • Strong interpersonal skills and demonstrated ability to work as part of a team.
  • Understanding of FERPA, HIPAA, and related privacy standards. Willing to maintain the highest level of confidentiality at all times.
  • Regular attendance during normally scheduled hours is required. Being present is essential for serving stakeholders and performing the essential functions of this position.

JOB SPECIFCATIONS:

Education

  • Associate’s degree required or comparable combination of relevant education and experience.  
  • National Career Readiness Certificate (NCRC) preferred.

Work Experience

  • Minimum of two years of demonstrated secretarial or administrative assistant experience.
  • Prior experience in managing budgets.
  • Graphic design and promotional marketing preferred.
  • Ability to respond to the needs of diverse communities.
  • Experience maintaining records, proofreading, preparing written materials, and performing data entry with a high level of accuracy and attention to detail.
  • Experience managing the schedule of an executive officer.

Knowledge/Skills/Abilities

  • Ability to make administrative and procedural decisions and judgments.
  • Ability to be culturally agile within a diverse community college system.
  • Ability to network and build relationships.
  • Ability to maintain a positive student engagement approach in a demanding work environment.
  • Ability to exhibit attention to detail; maintain accurate and complete electronic and manual records.
  • Contribute to the growth and development of the ODEI unit and the college, by participating in team-based committee work, unit program planning, and other discipline and college-related activities.
  • Engage in on-going professional development activities.
  • Moderate travel will be required, must possess reliable transportation.
  • 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.

Mental Demands

  • An understanding of the goals for diversity, equity, and inclusion in the community college.
  • An interest in working with historically underrepresented student populations.
  • Must be able to manage high-stress conflict situations with emotional intelligence, maturity, and diplomacy. 
  • Outstanding work ethic.
  • Provide creative problem solving while staying within the parameters of good practice.
  • Optimistic attitude and proven ability to function, work independently and effectively as a member of a team and provide excellent customer service for GRCC stakeholders and the larger community.

Physical Demands

  • The position requires long periods of sitting, standing, reading, and writing, listening and speaking.
  • Must be able to lift items that weigh up to 20 pounds.

METHOD OF APPLICATION

Grand Rapids Community College is only accepting online applications for this position on the GRCC webpage. The posting will remain open until May 31, 2019 at 11:59 PM.  Please include your resume and cover letter in one document. 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.

Organization

Working at Grand Rapids Community College

Grand Rapids Junior College (GRJC) was founded in 1914 by the Grand Rapids Board of Education after a resolution was passed by the University of Michigan’s faculty which encouraged the establishment of junior colleges in Michigan.

Today, GRCC’s eight-block downtown campus, encompassing more than 25 acres in downtown Grand Rapids, includes several classroom buildings, a learning center (including the Diversity Learning Center) and library, Spectrum Theater, the Applied Technology Center (which features a green roof), a remodeled music building, a fieldhouse with natatorium, a student center, Bostwick Commons, and the Calkins Science Center.

The college also offers instruction from a variety of regional centers in the metropolitan Grand Rapids area (including numerous local high schools, regional centers and its two Learning Corners on Wealthy St. and Seward Ave.) and on the West Michigan lakeshore (including West Ottawa High School, Careerline Tech Center, the Midtown Holland Center and Grand Valley State University's Meijer Campus in Holland).

In addition, GRCC has two Michigan Technical Education Centers (M-TECs in West Michigan. The Patrick Thompson M-TEC, part of GRCC's Lakeshore Campus, located in Holland, opened in Fall 2000 in partnership with the Ottawa Area Intermediate School District. The Leslie E. Tassell M-TEC ® in Grand Rapids opened in 2002. This world-class facility offers training in manufacturing, auto service, and building and construction trades.

To increase capacity to meet unprecedented demand, GRCC acquired the former campus of Davenport University on Fulton St. in downtown Grand Rapids and began offering courses at Sneden Hall beginning in the Fall 2009 semester.

In Winter 2010, more than 17,000 students enrolled in more than 1,900 liberal arts and occupational courses. The diverse student body represents students from Kent and surrounding counties as well as students from across the U.S. and 22 other nations. Another 10,000 learners are served by non-credit instructional opportunities. In addition to traditional classroom environments, students may also receive instruction through community and distant service-learning offerings, seminars, workshops, training classes, distance learning options and other educational formats. GRCC employs a faculty of more than 260 full-time and 590 part-time members as well as a staff of 430, all of whom are focused on the College’s priorities to be student-centered, collaborative, and flexible. Throughout its 90-year history of academic excellence, GRCC has maintained a solid reputation as a premier transfer institution and is nationally recognized for both its liberal arts and occupational programs. Many GRCC faculty members have been recognized regionally and nationally for their expertise and innovative teaching styles.

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