Date: July 9, 2021
Position Title: Support Professional – Associate Provost/Dean of Student Affairs
Department: Student Affairs
Job ID: 1170
Work Hours/Schedule: 40 hours/52 weeks
Compensation: APSS - Level A, $18.41 per hour
Reports to: Associate Provost/Dean of Student Affairs
Posting Close Date: July 23, 2021
*Must be willing to work a flexible schedule. Schedule may need to be adjusted to accommodate peak periods. This
may include some evenings and weekends.
This position is responsible for operating an efficient office and serve as a personal and professional representative for
the Associate Provost/Dean, College and Student Affairs Division.
ESSENTIAL JOB FUNCTIONS
• Greet and direct students and visitors in a professional manner, assisting with questions and concerns,
answering and transferring telephone calls to appropriate staff or faculty, and accurately processing all incoming
and outgoing surface mail and e-mail. Assist students in resolving questions, concerns, or issues
• Compile program assessment data from a variety of sources and create accurate summary tables, charts, and
graphs as requested.
• Maintain appointments as well as schedule and coordinate meetings.
• Hire, train, and supervise student assistants.
• Maintain effective communications and interactions with students, members of the College community, and the
• Exhibit a working knowledge of the following areas that are directly responsible to the Dean of Student Affairs:
Admissions; Enrollment Center; Financial Aid, Registrar’s/Records; Veteran’s Services; Athletics; Student Life and
Conduct, and Adult Education/K-12 Partnerships.
• Coordinate communication and outreach campaigns that support recruitment, persistence, retention and
• Maintain accurate records, files, and office activities in strict confidence.
• Assist with coordinating commencement activities.
• Determine, in coordination with Registrar’s Office and Dean, the top five (5) percent of graduates qualified for
honors and coordinate the Honors Banquet for the Delta Pi Alpha Honor recipients.
• Run report to determine qualified full and part-time students for the President’s and Dean’s List and follow up
with correspondence from the college President to each student.
• Assist with and document student complaints, including meeting with students to resolve issues.
• Collect Suggestion Box complaint data and generate requested reports
• Assist in the preparation of budgets and maintain accurate records.
• Be knowledgeable and conversant of college policies and benefits to assist students and parents in filing claims.
• Student Discipline: Verify student discipline file and preparation of transfer forms and common applications that
require dean’s verification.
• Student Discipline: Coordinate final appeal documentation per dean’s request.
• Type and distribute minutes from various committee meetings as requested and attend meetings when
• Keep accurate payroll records and prepare payroll for various Student Affairs personnel and programs.
• Prepare, edit, and distribute all forms of communication from the Dean’s Office.
• Develop and maintain the Student Affairs web page.
• Organize materials and prepare PowerPoint summaries in preparation for meetings.
• Assist in developing, researching, and implementing special projects.
• Compile data from a variety of sources and create accurate summary reports as requested or required.
• Print transcripts, schedules, and other documents off CWIS and assist students with class changes, referring
them to the appropriate department as necessary.
• Coordinate student compliance communications by enrollment term.
• Regular attendance during normal scheduled hours is required. Being present is essential for serving customers
and performing the essential functions of this position.
• Other duties as assigned.
MARGINAL JOB FUNCTIONS
• Project a professional image including punctuality, dependability and good attendance records.
• Excellent organizational skills, ability to multi-task, prioritize and complete tasks in a timely manner.
• Willingness and ability to learn the college-wide systems and policies.
• Demonstrated computer skills, Microsoft Office (MS Word, Excel, Access, PowerPoint) and Drupal (for webpage
• Associate’s degree or comparable combination of relevant education and experience.
• National Career Readiness Certificate (NCRC) preferred.
• A minimum of five or more years of secretarial or administrative assisting experience
• Prefer experience in PeopleSoft or student information systems
• The following competencies are essential and will be evaluated for our candidates through the evidence-based
• 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
• Must be proficient in verbal, written and interpersonal communication skills
• Demonstrated ability to work with and respect diverse populations.
• Good math and accounting skills and experience in preparing detailed reports and accurate record keeping.
• Proven ability to use good judgment in handling sensitive or difficult situations.
• Willingness to work flexible hours.
• Effectively relate to the concerns of students, staff, and community interest in supporting their needs.
• Demonstrated organizational skills and the ability to work simultaneously on multiple projects and meet
• Contribute positively to a productive, student-centered, quality-driven work environment.
• Ability to maintain confidentiality, work under pressure, prioritize workload, manage details, and work
• Demonstrated initiative and problem-solving abilities and be able to exert initiative and resourcefulness.
• Demonstrated ability in excellent customer service skills including effective communication and pleasant, helpful
manner both in person and on telephone required.
• Proactively identify problems and use excellent judgment to assist in resolution.
• Ability to lift and move up to 25 pounds
• Ability to sit for extended periods of time
• Ability to handle pressure situations in a professional manner
• Possess mature judgment
• Ability to learn and react quickly, make decision and execute them expeditiously
• Ability to problem solve and make sounds decisions
• Ability to work in busy office with frequent interruptions
• Must be able to work flexible hours as needed
METHOD OF APPLICATION
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 23, 2021
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.