Office Support, Mechanical & Architectural Design & CIS

Office Support, Mechanical & Architectural Design & CIS

Job ID 1651

May 8, 2024

Department: Mechanical & Architectural Design/CIS

Employee Group: https://www.grcc.edu/faculty-staff/human-resources/employee-groups-resources/employee-groups/apss

Schedule: Monday - Friday, 8:00 AM - 5:00 PM, 40 hours/52 weeks

Compensation: Level B, $17.90 per hour

Benefits: https://www.grcc.edu/faculty-staff/human-resources/benefits-insurance/medical-plans/new-hire-benefit-enrollment

Reports to: Department Head and Associate Professor of Mechanical & Architectural Design/ CIS

Posting Closes: Open until filled

ESSENTIAL FUNCTIONS

• Operate an efficient office and act as liaison (the first point of contact) for the Department Head, Faculty and staff utilizing troubleshooting skills and excellent judgment to assist in conflict problem resolutions • Serve as first contact for administrative and instructional activities for the MADD/CIS Departments utilizing excellent professional awareness of legal ramifications when handling sensitive and/or confidential information • Greet and direct students, visitors, faculty and staff in a professional manner, assisting with questions and concerns • Act as a liaison for students and visitors with faculty and staff including, but not limited to: posting messages in a timely manner; printing transcripts, schedules, or other documents; assisting students with class changes and referring them to the appropriate faculty member; assisting with scheduling of students as requested • Perform departmental registrations for students with class selection, working with Advisors, Counselors, Enrollment, Student Records and students to ensure prerequisites and program requirements are met • 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, answering the telephone and disseminating mail • With the MADD/CIS Department Heads, coordinate the process of developing, implementing and updating the Class Schedule for the MADD/CIS Departments • Accurately maintain communication with all collaborative internal and external organizations such as, but not limited to: K-12 Partners, Advising, MADD/CIS tutorial labs, 2-year and 4-year Higher Education Institutions • Arrange for internal and external meetings, and prepare meeting materials as requested • Take effective meeting minutes/notes, accurately transcribe, distribute and file accordingly, including communicating with Grand Rapids area industry members who are part of the three advisory boards in these departments • Correspond with existing and potential students using texting software • Assist in budget oversight of appropriate accounts • Compile data from a variety of sources and create accurate summary reports as requested or required. Independently prepare recurring reports and take appropriate action • Maintain accurate records, files and office activities in strict confidence • Keeping up-to-date technically and applying new knowledge to the job with textbook partner software and department specific learning materials • Assist faculty and adjunct with general information, pay dates, reporting absences, syllabus template, early alerts, exam schedule, etc. • Assist with delivery, collecting and filing of Faculty information Forms, supplemental pay forms and other related forms for all faculty and adjuncts • Update department bulletin board with staff pictures, listing of office hours, phone numbers, office location and courses being taught by semester • Accurately maintain and update departmental email groups and mailboxes • Accurately update or assist with d