Support Professional- School of Workforce Development - External
Date: September 20, 2021
Position Title: Support Professional- School of Workforce Development
Department: School of Workforce Development
Job ID: 1188
Work Hours/Schedule: 40 hours/52 weeks*
Compensation: APSS, Level A - $18.41
Reports to: Dean of the School of Workforce Development
Posting close date: October 4, 2021
* Must be willing to work a flexible schedule. Schedule may need to be adjusted to accommodate peak periods. This may include some evenings and weekends.
SUMMARYProvides administrative support to the Dean in order to, effectively manage the Carl D. Perkins grant, successfully meet deadlines, and meet School of Workforce Development (SWD) goals. In addition to providing administrative support to the Dean, this position also provides administrative and technical support to faculty and staff utilizing Perkins funds for SWD related activities. The position duties include, but are not limited to: monitoring grant budget and expenditure in coordination with Dean, processing faculty payroll and reimbursements, and tracking of all Perkins related activities. Strong candidates will possess good knowledge of financial management skills including the development and management of budgets and financial reporting, and demonstrate excellent communication and project management skills. ESSENTIAL JOB FUNCTIONS
Provide high level administrative support to the Dean of Workforce Development utilizing excellent judgment at all times. Process and verify faculty payroll for the School of Workforce Development to include full-time faculty baseload and overload, assigned and not assigned; part-time faculty load; and release time. Calculate faculty payroll corrections during the semester ensuring the mathematical pro-ration and rate(s) of pay for faculty members is accurate. Assist the Dean of Workforce Development in the development and monitoring of the Carl D. Perkins grant including but not limited to assisting in preparing the grant in the on-line format with the State's web site. Monitor and reconcile Perkins expenses through PeopleSoft and track in Excel. Maintain and track all Perkins transactions in SWD. Process requests for Perkins professional development funds by tracking requests with the grant plan and confirming receipt of trip proposal prior to Dean's signature of leave requests. Assist Workforce Development faculty with the guidelines and preparation of Carl D. Perkins CAP grant applications and submit to the State in their on-line format. Act as a liaison and ambassador for the School of Workforce Development leadership team utilizing troubleshooting skills and excellent judgment to assist in conflict/problem resolution. Maintain discretion when dealing with sensitive and/or confidential information. Greet and direct students and visitors, faculty and staff in a professional manner assisting with questions and concerns. Perform general office duties by maintaining general and confidential files, writing general correspondence, scheduling meetings, answering the telephone, sorting and disseminating mail, coordinating work calendars and work schedules for multiple parties. Work with the SWD departments and programs in updating and maintaining current list of Advisory Committee members to each occupational area. Monitor other budgets and grants that report to the Dean of Workforce Development as the BCO. Compile data and track in a timely manner from a variety of sources and create summary reports and recurring reports. Coordinate the calendar and daily schedule of the Dean. Other duties as assigned by the Dean.
MARGINAL JOB FUNCTIONS
Refer students to the appropriate department or program when necessary. Arrange for meetings, prepare meeting materials, take minutes and transcribe minutes in a timely manner. Assist in setting up School-wide meetings in August and January. Secure rooms and arrange for hospitality. Send e-mail invitation to all staff in the School of Workforce Development. Assist in setting up annual Advisory Committee Celebration. Secure rooms and arrange for hospitality. Send email invitation to industry partners. Recommend and request training programs and submit to supervisor to stay updated and current on all aspects of the job. Participate as a member on teams or committees as requested. Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
Associate's degree required or comparable combination of relevant education and experience. National Career Readiness Certificate (NCRC) preferred but not required.
Minimum of five (5) years of administrative assisting experience required. Demonstrated experience in budget reconciliation required. Finalists must possess excellent proofreading skills and have an aptitude for detailed work. A skills assessment may be required.Competencies
The following competencies are essential and will be evaluated for our candidates through the evidence-based selection process: Foundational Competencies
Adaptability Listening Achievement Information Skills Speaking Decisive Occupational Competencies
Getting Information Communicating with Supervisors, Peers, or Subordinates Interacting With Computers Establishing and Maintaining Interpersonal Relationships Organizing, Planning, and Prioritizing Work Documenting/Recording Information Processing Information Identifying Objects, Actions, and Events Updating and Using Relevant Knowledge Performing Administrative Activities Making Decisions and Solving Problems Communicating with Persons Outside Organization Evaluating Information to Determine Compliance with Standards Monitor Processes, Materials, or Surroundings Resolving Conflicts and Negotiating with Others
Must have strong organizational skills and ability to anticipate needed resources/information to see projects to successful conclusion. Working knowledge of computers both enterprise and PC including but not limited to word processing, database programs, spreadsheets, and the willingness to learn PeopleSoft Campus-Wide Information System (CWIS) with demonstrated experience in Student Administration and Financials. Ability to learn to run enrollment, faculty payroll, rooming and other reports in varying formats from the PeopleSoft system. Demonstrated experience in prior budget responsibilities.
Proficient internet navigation skills to upload and download forms and reports to various State and Federal agencies. 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.
Ability to lift and move up to 25 pounds.
Ability to manage projects and work independently on daily routines. Ability to respond courteously and appropriately to telephone and personal inquiries from faculty, students, staff, and the public. Ability to maintain confidentiality and able to cope calmly with different events and circumstances. Ability to work effectively with diverse groups and individuals in a team environment. Ability to perform the functions of the job efficiently and cheerfully. Willing and able to work as a team with other co-workers. Ability to work in a fast-paced environment.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 October 4, 2021 at 11:59PM
. Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available.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.
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