External posting, open to any qualified candidate

Date: June 19, 2019

Job ID: 988

Title: Support Professional – Ford Fieldhouse

Hours: 40 hours per week/52 weeks*

Salary: APSS Level A, $17.76 hourly

Reports to: Ford Fieldhouse Director (input from Athletic Director and Exercise Science Department Head)

Close Date: July 3, 2019

*Some flexibility required during busy periods.

SUMMARY

The Ford Fieldhouse Support Professional performs most office functions related to the operation of the Grand Rapids Community College Ford Fieldhouse, the Exercise Science Department, and the Athletic Department.  This includes the supervision of front office student employees, the management and tracking of budgets for all three Departments, room and event scheduling for academic classes, athletic contests and practices and campus events and meetings in 25Live.   This position is also responsible for processing athletic contracts and the intake of staff and community health club members.

ESSENTIAL JOB FUNCTIONS

• Operate an efficient office and serve as a personable and professional representative for the Departments housed within the Ford Fieldhouse by providing high-level secretarial support to the Ford Fieldhouse Director, Athletic Director and the Exercise Science Department Head.
• Utilize excellent judgment when dealing with sensitive and/or confidential information by maintaining accurate records, files, and office activities in strict confidence and in accordance with FERPA, HIPPA and other legal requirements
• Present a positive and professional image and act as an excellent departmental ambassador by greeting and assisting students and visitors with their questions, concerns and needs in a professional manner.
• Transfer telephone calls to staff or faculty and process all incoming and outgoing Fieldhouse, Exercise Science, or Athletic mail and email.
• Prioritize work to ensure that tasks are completed effectively and efficiently to ensure the needs of each department is met.
•  Complete all deposits and other financial transactions including procurements, reimbursements and invoice payments while maintaining accurate records of each in separate ledgers
• Ensure adequate inventory of office supplies and proper operation of office equipment.
• For outside memberships to the Fieldhouse, intake membership applications and input user information into PeopleSoft accurately and with the appropriate service indicator.
• Assist in the promotion of Ford Fieldhouse, Exercise Science and Athletic Department sponsored events by preparing and distributing content within stated deadlines. Alert appropriate personnel and campus groups—Campus Police, Facilities, ect..—during emergency situations
• Assistance or coordination of special sporting events, conferences, or projects including but not limited to publicizing, assisting recruits, accepting RSVP’s, and managing events. update, the Exercise Science Master Class Schedule for the Exercise Science Department Head;
• Maintain and be aware of Master Schedule for the Ford Fieldhouse, and HOME/AWAY games and tournaments.
• Working closely with vendors, order all textbooks and “desk copies” as requested and distribute. Place text book orders with Follett each semester.
• Attend conferences, training sessions, and seminars related to specific areas or functions of this position at the request of the respective Department Head or Directors.
• Assist all faculty/staff of the Ford Fieldhouse in maintaining web pages using Blackboard and DRUPAL content management systems.
• Monitor all budgets for overdraws and notify department head and/or directors to effectively resolve the situation.
• Supervise the front office student reception staff handling the scheduling and assignment of duties for those student employees and recommend to the Fieldhouse Director any appropriate disciplinary action.
• Complete student employee evaluation forms once per semester
• Assist in the student employee intake processes as needed
• Produce a monthly health club membership report specifying new and expiring memberships and send renewal notices to expiring members.
• Assist as requested in the preparation of the annual department reports.
• Take minutes for Ford Fieldhouse, Athletic and Exercise Science Department meetings as requested.
• Send and collect athletic game contracts for all non-conference games.
• Maintain and edit all athletic schedules to ensure they are up to date.
• Process paperwork necessary for Cleary Act compliance as it relates to Athletic Department travel.
• Assist with the preparation of paperwork supporting EADA reporting for Athletic Department spending.
• Process payments for athletic officials using ArbiterPay.
• Track and maintain income and expenses for all Athletic team club accounts
• Process and track substitute faculty pay
• Assign and remove team locker room access for all athletic teams
• Collection of Faculty Information Forms (FIF), office hours, and syllabus each semester
• 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

• Run errands between Main Campus and Devos Campus as needed.
• Perform other duties as appropriately assigned by the Ford Fieldhouse Director for the Athletic Director or Exercise Science Department Head in conjunction with the operation of each area.
• Organize documents for shredding

JOB SPECIFICATIONS

Education

• Associates degree required
• Bachelor’s degree preferred.
• National Career Readiness Certificate (NCRC) preferred.

Work Experience/Skills

• Minimum of two or more years of secretarial or administrative assisting experience (preferably in a higher education setting).
• Experience working in an Educational/Academic office or Athletic office preferred.
• Experience providing support in managing budgets.
• Excellent computer skills in CWIS, Microsoft Office (MS Word, Excel, Access, PowerPoint), and EDrupal (for webpage updates).
• Excellent organizational skills, ability to prioritize, and complete tasks independently and in a timely manner.
• Must be able and willing to work some evenings and/or weekends as may be necessary to support major functions of the Facility, the Athletic Department, or the Exercise Science Department.
• Must be proficient in verbal, written, and interpersonal communication skills to work effectively with diverse populations.
• Demonstrate strong organizational skills
• Ability to perform daily routine and unexpected duties with minimum supervision.
• Must work well with internal and external customers and client groups.
• Must be able to use multifunctional printer/copier/scanner devices.
• 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.

Physical Demands

• Ability to lift and move 50+ pounds.
• Ability to work in an active environment.

Mental Demands

• Possess mature judgment and be flexible in regards to interruptions and ability to handle pressure situations.
• Must use good judgment in handling sensitive, confidential, or difficult situations.
• Project a professional image including punctuality and good attendance.
• Must be able to demonstrate initiative, problem-solving abilities and resourcefulness.
• Ability to work independently, as a member of a team.
• Must take initiative and be able to accomplish tasks without supervision at times.

Working Conditions

• Ability to work in a high traffic, indoor office environment.
• Must be able to work and function in a facility with fluctuating temperatures, in that the facility is cool in winter, and very hot in the Summer.

METHOD OF APPLICATION

Grand Rapids Community College is only accepting online applications for this position at https://www.grcc.edu/jobs. The posting will remain open until July 3, 2019 at 11:59 PM ET. 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.