Support Professional, Health Sciences

Grand Rapids Community College • Grand Rapids, MI

11d • Onsite

About The Position

The Support Professional for the Dean of Health Sciences provides secretarial and administrative support to meet the School of Health Sciences goals. This position provides direct support to the Dean and supports GRCC’s institutional processes, utilizing excellent judgment at all times.

Requirements

• Associate's degree required or comparable combination of relevant education and experience
• Minimum of five (5) or more years of secretarial or administrative assisting experience required
• Proficient computer skills in CWIS, Microsoft Office (MS Word, Excel, Access, PowerPoint), and web-editing skills.
• Proficient in internet navigational skills, with ability to upload and download forms and reports
• Excellent organizational skills, ability to prioritize, and complete tasks in a timely manner.
• Must possess the ability to anticipate needed resources/information to see projects to successful conclusion.
• Possess excellent proofreading skills and have aptitude for detail work.
• Work independently with minimal supervision.
• Must be self-motivated and resourceful, demonstrating initiative and strong problem-solving abilities.
• Ability to independently manage projects, unexpected duties, and daily routines.
• Ability to work effectively with diverse groups and individuals in a team environment.
• Proven ability to provide excellent customer service to students and staff in a demanding work environment.
• Must possess a positive attitude.
• Must be proficient in verbal, written, and interpersonal communication skills to work effectively with people of diverse ages, ethnic, sexual and socio-economic backgrounds.
• Must use good judgment in handling sensitive or difficult situations in a pleasant and professional manner.
• Possess mature judgment and flexibility in regards to frequent interruptions and ability to work under pressure.
• Maintain the highest levels of confidentiality and ethical standards.
• Working knowledge of computers both enterprise and PC including but not limited to word processing, database programs, spreadsheets, and the willingness and ability to learn PeopleSoft Campus-Wide Information System (CWIS).
• Ability to learn to run enrollment, faculty payroll, room and other reports in varying formats from the PeopleSoft system.
• Ability to sit for extended periods of time
• 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
• Willing and able to work as a team with other co-workers
• Ability to work in a fast-paced environment

Responsibilities

• Operate an efficient office and provide high level administrative support to the Dean of SHS.
• Maintain discretion when dealing with sensitive and/or confidential information.
• Act as a liaison and ambassador for the School of Health Sciences leadership team utilizing troubleshooting skills and excellent judgment to assist in conflict/problem resolution.
• Exhibit a working knowledge of College departments and services available for students, staff, faculty, and the community.
• Greet and direct students and visitors, faculty and staff in a professional manner assisting with questions and concerns.
• Provide back-up to the APSS who supports the Associate Dean of the School of Health Sciences including FIF preparation, Class scheduling activities and EOL/Release time recording.
• 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 the first point of contact for the Dean’s scheduling needs and liaison with other college and community offices; maintain appointment calendar, work schedules, and critical timelines.
• Compile data from a variety of sources and create accurate summary reports as requested or required.
• Independently prepare recurring reports and take appropriate action.
• Assist in development, researching, and implementing special projects.
• Assist in processing and disseminating all forms requiring the Dean’s signature.
• Participate as a member or leader on teams or committees as requested by or as mutually agreed upon with the Dean.
• Keep and submit accurate payroll records for full-time and adjunct faculty.
• Calculate and monitor hours for contractual compliance, including determining equated overload and stipend pay for full-time and adjunct faculty.
• Work with the APSS to the Associate Dean in proofing Faculty Information Forms.
• Collect Faculty Information Forms to process the payroll transfer, and keep FIFs for records.
• Process and verify faculty payroll for the SHS to include full-time faculty baseload and overload, assigned and not assigned; part-time faculty load; and equated overload/release time.
• 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 with managing Department Head Elections as needed.
• Assist in budget oversight of appropriate accounts; developing, monitoring, auditing and reconciling the Dean’s budget as required.
• Reconcile and submit the monthly pro-card reports and invoices.
• Run FSProd reports and initiate budget transfers as needed.
• Assist with travel arrangements and prepare expense reimbursements as needed.
• Monitor applicable grants for the School of Health Sciences.
• Track expenses and assist in reconciliation.
• Maintain and purchase office supplies for Dean’s office.
• Assist in setting up School-wide meetings in August and January.
• Secure rooms and arrange for hospitality.
• Send email invitations to all staff in the School of Health Sciences.
• Arrange meetings and events.
• Prepare meeting materials as requested.
• May be asked to take effective meeting notes, accurately transcribe and distribute.
• Assist in tracking community partnership information, collecting applicable data, and arranging for meetings.
• Assist with managing the master affiliation agreement process, including monitoring expiration dates, initiating new contracts, acting as a liaison between involved parties, and keeping contracts on file.
• Collect information on various accrediting bodies for each SHS program, keeping track of timelines and fee schedules.
• Assist in tracking Certificate of Liability information.
• Work with the SHS departments and programs in updating and maintaining a current list of Advisory Committee members to each occupational area.
• Accurately update or assist with development of various internal and public documents.
• Project a professional image including punctuality, dependability, and good attendance.
• 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

Benefits

• Six health insurance plan options, including one with no health insurance premiums.
• Substantial vacation time.
• Access to resources for physical and mental wellbeing, and an onsite gym membership.
• Career development and educational opportunities.
• Retirement options, including a state retirement plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree