Support Professional, STEM

Support Professional For Stem

The support professional for STEM provides administrative support to the dean in order to meet school of STEM goals utilizing excellent judgement at all times. The position duties include, but are not limited to: monitoring budget and expenditure in coordination with dean and processing faculty payroll and reimbursements while demonstrating excellent communication and project management skills.

Essential functions:

• Maintain discretion when dealing with sensitive and/or confidential information
• Greet and direct students, visitors, faculty and staff in a professional manner, assisting with questions and concerns via phone and personal inquiries
• Perform general office duties by establishing and maintaining a variety of electronic and paper files that are general and confidential; accurately update or assist with development in writing general correspondence; scheduling meetings and answering the telephone
• Serve as first point of contact for dean's scheduling needs and liaison with other college and community offices; maintain appointment calendar, work schedules, and critical timelines
• Assist with travel arrangements and prepare expense reimbursements as needed
• Arrange for meetings and prepare meeting materials as requested. May be asked to take effective meeting notes, accurately transcribe and distribute
• Process and verify faculty payroll for the school of STEM to include full-time faculty base load and overload, assigned and not assigned; part-time faculty load; and equated overload/release time
• Event planning: coordinate and plan special events, reserve rooms, order food, arrange AV needs, and arrange parking. Examples include opening day meetings, holiday parties, co-hosting events with community, retirement parties, and community events like junior achievement day for STEM students
• Calculate faculty payroll corrections during the semester ensuring the mathematical pro-ratio and rate(s) of pay for faculty members is accurate, including FMLA pay issues.
• Assist the dean in developing, monitoring, auditing and reconciling the dean's budget and department budgets. This includes keeping shadow budgets for the dean and collaborating with department heads and laboratory coordinators
• Assist dean with student class conflicts (overloading, reworking schedules, etc.)
• Print transcripts, schedules, other documents off CWIS, and assist students with class changes, referring them to the appropriate offices as necessary
• Process requests, questions, and conflicts that come from students, faculty and other GRCC staff, as well as working with all departments and programs of STEM
• Compile data from a variety of sources and create accurate summary reports as requested
• Independently prepare recurring reports and take appropriate action
• Assist in development, researching, and implementing special projects
• Accurately update or assist with development of various internal and public documents
• Develop and maintain the school of STEM web page
• Exhibit a working knowledge of college departments and services available for students, staff, faculty, and the community
• Work independently with minimal supervision
• Participate as a member or leader on teams or committees as requested or as mutually agreed upon
• Ability to work effectively with diverse groups and individuals in a team environment
• Incorporate Raider values into professional work environment
• Willing and able to work as a team with other co-workers
• 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 email invitation to all staff in the school of STEM.
• 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
• Project a professional image including punctuality, dependability, and good attendance
• Excellent organizational skills, ability to multitask, prioritize and complete tasks in a timely manner
• Willingness and ability to learn the college-wide system (CWIS)
• Performs other related duties as assigned

Job specifications:

Educational credentials:

• Associate's degree required or comparable combination of relevant education and experience

Work experience:

• Minimum of five (5) years of administrative assisting experience required
• Knowledge and experience with web-based applications; specifically online learning systems, portals, college-wide database systems
• Demonstrated knowledge and extensive software application experience: MS Word, Excel, Google platform

Skills:

• Excellent verbal, interpersonal, and written communications
• Strong working knowledge of Microsoft Office (MS Word, Excel, Powerpoint & Google Docs) and the willingness to learn PeopleSoft Campus-Wide Information System (CWIS)
• Excellent organizational skills, ability to prioritize, and complete tasks in a timely manner
• Possess good proofreading skills and an aptitude for detail work
• Demonstrate ability in excellent customer service skills including effective communication both in person, telephone, and email required
• Must be able to use good judgment in handling sensitive or difficult situations
• Must be able to maintain confidentiality
• Demonstrate ability in working in a cross-functional team and a collaborative learning centered environment
• Must be self-motivated with the ability to work independently with minimal supervision
• High level of energy, enthusiasm and the ability to be innovative and creative
• 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:

• Ability to manage projects and work independently on daily routine
• 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
• Willing and able to work as a team with other co-workers
• Ability to work in a fast-paced environment

Working conditions:

• 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 complete an application. 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.
• 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