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Support Professional, Business

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Grand Rapids Community College

Job Description

The Support Professional for the Meijer Center for Business manages the front office of a large department, providing secretarial and office support for students, department faculty, the department head and administration. This position requires innovation and ambition, utilizing outstanding judgment while maintaining the highest levels of confidentiality and ethical standards.

Requisition ID: 718
Employee Group: APSS
Schedule: 40 hours/52 weeks, 7:30 AM - 4:30 PM, Monday - Friday
Compensation: Level B, $18.30
Benefits: Full-time
Reports to: Department Head, Business
Posting Opens: 01/20/2025
Posting Closes: 02/03/2025

ESSENTIAL FUNCTIONS

  • Operate an efficient office and serve as a highly professional representative for the Business department and GRCC.
  • Act as a liaison for students and visitors with faculty and staff including, but not limited to: posting notices of faculty emergencies or other messages in a timely fashion; printing transcripts, schedules, and other documents from the Campus Wide Information System (CWIS). Refer questions to the appropriate department.
  • Acts as a liaison between the department and corporate partners, establishing and maintaining relationships as needed. Facilities work with external agencies such as the Grand Rapids Area Chamber of Commerce,West Michigan Hispanic Chamber of Commerce, Spring GR, and other regional organizations.
  • Respond to all phone calls and messages, emails and surface mail accurately and in a timely manner.
  • Assist with updating various departmental, public, or internal documents including but not limited to brochures, handbooks, departmental policies and/or practices.
  • Maintain accurate records, files, and office activities in strict confidence.
  • Maintain and secure inventory of classroom instructional support materials, including videos, etc.
  • Type or otherwise prepare a variety of letters, memos, forms, and reports.
  • Assist in compiling data from a variety of sources and create accurate summary reports as requested or required.
  • Work with the department head to arrange departmental and advisory committee meetings. Prepare and archive meeting materials as requested. Take effective and accurate meeting minutes. Disseminate materials in a timely manner.
  • Process requests from faculty for bulk copying.
  • Update departmental mailboxes and email group each semester.
  • Update website pages: full-time faculty, adjunct faculty, office hours, etc., each semester.
  • Coordinate maintenance of office machines.
  • Assist new or current faculty, staff, and student workers with questions or concerns related to office equipment including computers, software, keys, college identification, telephone system, snail mail, and e-mail.
  • Replenish office supplies, including Scantron sheets, via online account with Office Depot, to maintain adequate inventory.
  • Work with faculty to complete all textbook adoptions through the GRCC Bookstore online adoption process, being cognizant of adoption deadlines.
  • Work closely with vendors and faculty to order all texts and instructional supplies. Order “desk copies” as requested and distribute. Calculate order, ensure adequate inventory supply, and monitor usage.
  • Gather and maintain course syllabi for all Business faculty each semester and provide to Dean as requested.
  • Update departmental bulletin boards, message boards, and display cases.
  • Assist the department head with planning special departmental and regional events, including open houses, WMCUG, MWest Challenge, Business Cafe, and others.
  • Assist with the hiring of student employees. Train and supervise, and process payroll for student employees.
  • Prioritize work effectively to ensure that tasks are completed within assigned deadlines.
  • Complete annual chemical inventory via computer.
  • Schedule rooms for department meetings, order refreshments and equipment
  • Regular attendance during scheduled hours is required. Being present is essential for performing the essential functions of this position.
  • Performs other related duties as assigned

JOB SPECIFICATIONS
Education Credentials

  • Associates degree or comparable combination of relevant education and experience required

Work Experience

  • A minimum of three years of administrative assisting, secretarial, or office support required

Skills

  • Demonstrated expert knowledge and extensive software application experience. Specifically, PeopleSoft CWIS, Barnes and Noble, Mongoose, Microsoft Office Suite (Word, PowerPoint, Excel, etc.), G-Suite, Canvas, Navigate, and Drupal.
  • Ability to work effectively with diverse populations
  • Excellent written and oral communication skills
  • Ability to work under pressure with many interruptions in a busy, student-centered environment. Ability to perform daily routine and unexpected duties with minimum supervision.
  • Must be punctual and have a good attendance record. Be flexible in schedule to allow for changes during the semesters, in accordance with busy periods.

Physical Demands

  • Ability to lift and move up to 20 lbs
  • Ability to sit for extended periods of time

Mental Demands

  • Ability to work under pressure and to act autonomously. Possess mature judgment, responsibility, and flexibility with regards to interruptions and ability to handle high pressure or difficult situations
  • High energy level with enthusiasm and interest in helping and supporting students, staff, and the general public
  • Ability to resolve conflicts
  • Excellent multitasking and project management skills
  • Project a professional image including punctuality and good attendance record
  • Maintain the highest levels of confidentiality and ethical standards

Working Conditions

  • GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website
  • Able to work indoors in an office setting with extended computer usage daily

BENEFITS

NEXT STEPS / APPLICATION PROCESS

HIRING PROCESS

  • GRCC uses an Evidence Based Selection Process, where we make data driven hiring decisions to help mitigate bias throughout the hiring process. As part of this process, candidates will participate in assessments (cognitive and behavioral), reference checks and interviews.
  • Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available.

NONDISCRIMINATION STATEMENT
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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