Support Professional Advising Student Support
Support Professional Advising Student Support
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Salary Not Disclosed
1 Vacancy
Job Description
This position supports the Associate Dean of Advising & Student Support as well as the Academic & Student Affairs Division and all its functions. This position is responsible for performing all duties required for efficient office operation and coordination between various Student Affairs departments.
Requisition ID: 858
Position Number:
Employee Group: APSS
Schedule: 40 hours/52 weeks
*Flexible ability to accommodate a flexible work schedule including evenings and weekends as needed.
Compensation: APSS Level A $19.83 per hour
Benefits: Fulltime
Reports to: Associate Dean Advising & Student Support
Posting Opens: 04/15/2025
Posting Closes: 04/29/2025
ESSENTIAL FUNCTIONS
- Operate an efficient office and provide highlevel clerical support to the Associate Dean of Advising & Student Support.
- Responsible for internal and external customer service responsibilities including but not limited to greeting visitors to the Advising & Student Support Office and providing prospective new current and returning students with information inperson as well as by phone texting mail and email. Based on these responsibilities provide Associate Dean with information related to student service needs and trends.
- Assist with the process of developing implementing updating and maintaining the master schedule for College Learning Studies (CLS) courses (i.e. dates times instructors names contact hours rooms and resolution of rooming issues class additions and cancellations student notifications etc..
- Aid in the payroll process for fulltime and adjunct faculty including baseload and overload. Calculate and monitor hours for contract compliance.
- Check each semester class list for numbers of students. Adjust and create new faculty information forms (FIFs).
- Work with the Associate Dean to facilitate the hiring of staff and faculty including scheduling interviews making room arrangements sending appointments to screening committee members and other related duties.
- Assist the Associate Dean in resolving conflicts that come from students faculty staff and external community members. Utilize excellent judgment when dealing with sensitive and/or confidential information.
- Assist the Associate Dean with processing and tracking student complaints conduct concerns and grade grievances.
- Assist with the Faculty Performance Evaluation (FPE) process. Coordinate fulltime and adjunct observations and other necessary appointments as well as track and maintain documentation.
- Assist in processing and disseminating all forms requiring the Associate Deans signature. Assist with the input of approved leave of absence (LOA) requests and with absence reporting.
- Run queries and compile data from a variety of sources (PeopleSoft BI Publisher Google Docs Data Warehouse EAB Navigate CRM etc. to create accurate summary reports upon request.
- Coordinate oversee and participate in a variety of on and offcampus prospective new current and returning student events. Duties include but are not limited to reserving room use coordinating staff schedules creating agendas updating web pages creating CRM reservation forms maintaining reservation lists sending confirmations developing menus and arranging speakers and entertainment.
- Work with the Associate Dean of Advising & Student Support as well as the Associate Provost of Student Affairs and the Provost offices and others on a variety of division crosscampus and community projects and initiatives to support student access retention and completion.
- Generate correspondence and respond and assist with the development of various departmental public or internal documents.
- Order office supplies materials and publications as needed.
- Hire train schedule supervise and evaluate student assistants as needed.
- Track department financial transactions monthly via the creation of financial spreadsheets. Balance budget line totals using query reports. This includes monthly Procard reconciliation. Ensure that contracted services and other invoices are approved and submitted to Financial Services in a timely manner.
- Compile budget data for various Student Affairs offices as requested by the Associate Dean or Associate Provost.
- Support the department budget development process timelines and prepare budget documents for submission in both spreadsheet and narrative formats. Provide analysis of expenses monitor allocated dollars and process purchase requisitions and line item transfers.
- Arrange and schedule meetings. Reserve meeting rooms arrange for equipment needs and refreshments prepare meeting agendas presentation slides and other materials as requested. Take effective detailed meeting minutes accurately transcribe distribute and file accordingly.
- Maintain accurate general and confidential office files in compliance with college and federal data security requirements and privacy laws. Ensure that paper and electronic record keeping is complete well organized and easily accessible for Associate Dean at all times.
- Assist the Associate Dean with the development and implementation of a variety of projects initiatives and communication campaigns. Submit and coordinate print media and signage requests proofread and provide consolidated feedback and information on desired revisions to the Communications Department.
- Act as the contact person for Payroll and time and effort certification issues and information.
- Develop contacts within a variety of college departments as well as with external community organizations and businesses.
- Attend professional development workshops and webinars to stay abreast of current trends and best practices related to customer service; office administration; and student access success and retention.
- This role is a Campus Security Authority (CSA). CSAs will be trained and responsible for reporting Clery Reportable Crimes to Campus Police as required by the Clery Act.
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
- Performs other related duties as assigned.
JOB SPECIFICATIONS
Educational Credentials
- Associates degree or comparable combination of relevant education and experience
- Bilingual EnglishSpanish preferred
Work Experience
- A minimum of three 3 or more years of clerical and administrative assisting experience required
- Prior experience working in higher educational settings preferably in student support services or comparable relevant experience preferred
- Experience communicating and working effectively with diverse populations preferred
Skills
- Demonstrated knowledge and extensive software application experience specifically Microsoft Office Suite GSuite Blackboard EAB Navigate databases student information systems (preferably PeopleSoft Campus Wide Information System) scheduling tools CRM systems and texting platforms.
- Knowledge of data reporting systems experience with data tracking and preparing reports preferred.
- Experience with budget reconciliation and related best practices.
- Strong interpersonal skills and demonstrated ability to work collaboratively as part of a team. Strong verbal and written communication skills are required.
- Ability to organize work handle multiple tasks and meet timelines.
- Must enjoy working with the public and possess excellent customer service skills and knowledge of related best practices.
- Finalists must possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required.
Physical Demands
- Ability to lift and move up to 25 pounds
- Ability to sit for extended periods of time
Mental Demands
- Must demonstrate initiative attention to detail and organizational and problemsolving abilities.
- Selfmotivated with the ability to work independently with minimal supervision.
- Must be personable and energetic with a strong student service focus.
- Must provide exceptional and compassionate student service while effectively managing student issues and concerns.
- Ability to effectively supervise motivate and mentor student employees.
- Ability to communicate effectively with a diverse student staff faculty and business partner population. Additionally must be able to effectively share complex information with students in a compassionate and easily understood manner.
- Must be able to maintain confidentiality and possess an understanding of FERPA laws and requirements.
Working Conditions
- Mostly office environments or participation in events at local businesses and community organizations. Some activities may be held outdoors. Some travel required.
- Must be punctual with a good attendance record and have the ability to accommodate a flexible work schedule including evenings and weekends as needed.
- Occasional travel for professional development purposes or community events may be required.
- Grand Rapids Community College will comply with any mandated health and safety requirements. Employees will be directed to our GRCC Policy(s) for compliance information.
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
BENEFITS
- Health Coverage: Six health insurance plan options including one with no health insurance premiums.
- Time off: Enjoy substantial vacation time.
- Wellness Program: Access resources for physical and mental wellbeing and an onsite gym membership.
- Continuous Learning: Career development and educational opportunities.
- Retirement Plans: Secure your future with our retirement options including a state retirement plan.
NEXT STEPS / APPLICATION PROCESS
- Please fill out an application at Submit a cover letter and resume. The opportunity to apply for this position will close at the end of the day on the close date referenced at the top of this job posting.
- 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.
Required Experience:
Unclear Seniority
Employment Type
Student
