Job Description

The Support Professional provides vital support to the Dean and Associate Dean of the School of Workforce Training and the Tassell MTEC by providing excellent service to faculty, external employers, community partners and staff for occupational programs and acts as the department APSS for the Construction Trades Apprenticeship Program.

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Requisition ID: 31
Employee Group: APSS Bargaining Agreement
Schedule: 40 hours/52 weeks
Compensation: $19.83 per hour
Benefits: Full-time
Reports to: Dean of School of Workforce Training and Tassell MTEC
Posting Opens: 10/22/2024
Posting Closes: Open until filled

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ESSENTIAL FUNCTIONS

• Operate an efficient office and provide high-level secretarial support to the Dean and Associate Dean of WFT, MTEC program teams and grant projects.
• Serve as point of contact for administrative and instructional activities for the Dean, while utilizing excellent judgment when dealing with sensitive and/or confidential information.
• Serve as department secretary for the Construction Electrical Apprenticeship program including: receive syllabi, office hours, assist in budget oversight, assist with assigning faculty and rooms in PS, create class sections in PS, run Faculty Information Forms (FIFs), order textbooks, assist with employer communications, tuition bills, grade reports, faculty/instructor evaluations, transcripts, working with credential granting organizations. Admit students in PS from the Construction Electrical Application. Enroll first time students in class. Verify and sign State of Michigan form for apprentice card. Conduct audits of apprentice files when apprentice is enrolled in Elec 7 to advise on what they need to finish certificate program.
• Track and document apprentices who have passed the journeyman's exam by checking in LARA State of Michigan online.
• Ensure that room assignments for Electrical apprentice classes are correct in PS and that there is no double booking of rooms at the MTEC.
• Process financial paperwork, such as requisitions, invoices and procards, using College technology and programs to ensure compliance with College policies and procedures. Run journals and reports for MTEC leadership team and grant teams to ensure expenses and revenue are posted to correct accounts and within budget. Ensure grant invoices are processed in a timely manner. Process journal transfers when requested by the Dean.
• Serve as back-up to the MTEC operations manager to schedule and coordinate the events held at the MTEC and for the Career Advance Center (welcome center) activities. This includes all activities requested at the MTEC such as community, government, partners, etc. Assist with event planning for community partners.
• Coordinate and submit accurate payroll records for all contingent MTEC, WFT and grant employees. Submit additional pay forms per Dean or Associate Dean request.
• Maintain appointment calendar, organize work schedule and establish critical time lines for the Dean.
• Submit new employee access requests using the online request forms. Assist with training or orientation of current or new faculty, staff, vendors, or student employees, especially with technology, telephone system, computer, email, keys and parking.
• Process refunds for WFT courses using the non-credit enterprise system and Paypal.
• Process checks and cash for deposit in appropriate account numbers and document.
• Process and file articulations for JT.
• Proof read all marketing and outreach materials before disseminating.
• Arrange for internal meetings and prepare meeting materials as requested. Take effective meeting notes when requested and distribute/file accordingly.
• Maintain accurate records, files and office activities in strict confidence.
• Participate as a member or leader on teams or committees as requested by or as mutually agreed upon with the Director.
• Assist other support professionals as deemed necessary.
• Assist other MTEC departments as necessary.
• 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.

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JOB SPECIFICATIONS

Education Credentials

• Associate’s degree or comparable combination of relevant education and experience.

Work Experience

• Minimum of five or more years of secretarial or administrative assisting experience required.
• Basic accounting experience required.

Skills

• Interpersonal/Communication: Must be proficient in verbal and written communication to work effectively with people of diverse ages, ethnic, sexual and socio-economic backgrounds.
• Problem Solving: Ability to work under pressure in a fast-paced environment. Possess mature judgment and be flexible in regard to interruptions and ability to handle pressure situations.
• Discretion and Confidentiality: Must use good judgment in handling sensitive or difficult people and situations.
• Technical: Strong working knowledge of Microsoft Office software. Ability and willingness to learn PeopleSoft Student and Financial Administration, Perceptive Content and non-credit enterprise system used by CEPD.
• Organizational: Excellent organizational skills, ability to prioritize, and complete tasks in a timely manner with minimum supervision. Must be able to maneuver from one task to a different one effortlessly.

Physical Demands

• Ability to lift and move up to 25 pounds and move around the building.

Mental Demands

• Project a professional image including punctuality and good attendance record.
• Be creative and innovative including problem-solving abilities.

Working Conditions

• GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
• Ability to drive or travel to employer meetings, community events and/or conferences.
• Ability to work in a high traffic, indoor environment.
• Ability to work in busy office with frequent interruptions.
• Must be able to work flexible hours as needed.

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NEXT STEPS / APPLICATION PROCESS

• Please fill out an application at https://www.grcc.edu/jobs. 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.
• Predictive Index Assessment (behavioral & cognitive) REQUIRED: In order to have your application considered, you must complete the assessments: https://assessment.predictiveindex.com/bo/8MMT/APSS

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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.

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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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