Office Support, Enrollment Management - External
Date: June 16, 2022
Position Title: Office Support, Enrollment Management
Department: Student Success
Job ID: 1336
Work Hours/Schedule:40 Hours/52 Weeks
*Flexible - ability to accommodate a flexible work schedule, including evenings and weekends as needed.
Compensation: APSS, Level A, Step 3, $19.42 per hour
Reports to: Associate Dean of Enrollment Management and Financial Aid
Posting Close Date: July 1, 2022BENEFITS
Grand Rapids Community College provides an excellent benefits experience for our GRCC family. Our benefit package is designed to enhance employees' health and well-being. Part-time employees have different benefits outlined in the specific collective bargaining agreements and handbooks. Below is an overview of these benefits, additional details are available on the Human Resources/Benefits website:
- Six health insurance plan options (includes a high deductible plan with a health savings account option).
- A unique dental & vision reimbursement program (includes coverage for adult orthodontia & lasik eye surgery).
- Employer sponsored retirement plans as well as voluntary retirement savings plans (403b or 457 plans)
- Tuition benefits at GRCC for you, your spouse and your dependents.
- Tuition reimbursement at other higher education institutions for you.
- Generous time off that includes sick, vacation and personal leave banks.
- Paid holidays and holiday shutdown period in late December!
This position supports the Associate Dean of Enrollment Management and Financial Aid, as well as the Student Success Division and all its functions. This position is responsible for performing all duties required for efficient office operation and coordination between various Student Success departments.Essential Job Functions
Marginal Job Functions
- Operate an efficient office and provide high-level clerical support to the Associate Dean of Enrollment Management and Financial Aid.
- Responsible for internal and external customer service responsibilities including, but not limited to, greeting visitors to the Student Success Office and providing prospective, new, current, and returning students with information in-person, 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.
- 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. These include, but are not limited to, various weekly enrollment and retention reports, monthly Dean's update reports, and periodic student outreach summaries. Independently prepare required reports and take appropriate action.
- Coordinate, oversee, and participate in a variety of on- and off-campus 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 Dean of Student Success, Associate Dean of Enrollment Management and Financial Aid and others on a variety of division and cross-campus 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.
- Track recruitment and retention supply inventory. Order office and promotional recruitment supplies, materials, publications, print media, and signage as needed.
- Hire, train, schedule, supervise, and evaluate student assistants.
- 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 Success offices as requested by the Associate Dean.
- 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, as well as in instances of state or federal audits.
- 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.
- Regular attendance during scheduled hours is required. Being present is essential for performing the essential functions of this position.
- 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.
- Performs other related duties as assigned.
- 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.
- Associate's degree or comparable combination of relevant education and experience.
- National Career Readiness Certificate (NCRC) preferred.
- Bilingual, English-Spanish preferred.
- A minimum of three or more years of clerical and administrative assisting experience.
- Prior experience working in higher educational settings, preferably in student support services, or comparable relevant experience required.
- Experience communicating and working effectively with diverse populations.
- The following competencies are essential and will be evaluated for our candidates through the evidence-based selection process:
- Information Skills
- Getting Information
- Communicating with Supervisors, Peers, or Subordinates
- Interacting With Computers
- Establishing and Maintaining Interpersonal Relationships
- Organizing, Planning, and Prioritizing Work
- Documenting/Recording Information
- Processing Information
- Identifying Objects, Actions, and Events
- Updating and Using Relevant Knowledge
- Performing Administrative Activities
- Making Decisions and Solving Problems
- Communicating with Persons Outside Organization
- Evaluating Information to Determine Compliance with Standards
- Monitor Processes, Materials, or Surroundings
- Resolving Conflicts and Negotiating with Others
- Demonstrated knowledge and extensive software application experience, specifically Microsoft Office Suite, G-Suite, Blackboard, EAB Navigate, financial aid-related web systems, 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.
- 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.
- Strong verbal and written communication skills are required.
- Finalists must possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required.
- Ability to lift and move up to 25 pounds.
- Ability to sit for extended periods of time.
- Must demonstrate initiative, attention to detail, and organizational and problem-solving abilities.
- Self-motivated 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.
- Must be able to maintain confidentiality and possess an understanding of FERPA laws and requirements.
METHOD OF APPLICATION
- 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.
Grand Rapids Community College is only accepting online applications for this position at https://www.grcc.edu/jobs. Submit a cover letter and resume in one document. The opportunity to apply for this position will close on July 1, 2022 at 11:59PM
. Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available.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. To apply, please visit: https://jobs.grcc.edu/psp/job/EXTERNAL_APPLICANT/GRCC_HR/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=1336&PostingSeq=1