Support Professional, Ford Fieldhouse

Position Number: 00001475 | Requisition ID: 1145 | Employee Group: APSS | Schedule: 40 hours/52 weeks

About the Role

The Ford Fieldhouse Support Professional performs office functions related to the operation of the Grand Rapids Community College Ford Fieldhouse, the Exercise Science Department, and the Athletic Department. This includes assisting in the co-supervision of front office student employees, managing and tracking budgets, room and event scheduling for academic classes, athletic contests, practices, and campus events in 25Live. This position also processes athletic contracts and membership application forms for the Ford Fieldhouse.

Reports to: Director, Ford Fieldhouse Operations and Campus Event Services (with input from Director of Athletics and Exercise Science Department Head).

Responsibilities

Essential Functions

• Operate an efficient office and serve as a professional representative for the Departments by providing high-level secretarial support to the Director of the Ford Fieldhouse, the Director of Athletics, and the Exercise Science Department Head.
• Utilize excellent judgment when handling sensitive and/or confidential information, maintaining accurate records and files in accordance with FERPA, HIPAA, and other legal requirements.
• Present a positive and professional image, acting as a departmental ambassador by greeting and assisting students and visitors with questions, concerns, and needs.
• Transfer and field telephone calls, and process all incoming and outgoing Fieldhouse, Exercise Science, or Athletic mail and email.
• Prioritize work to ensure tasks are completed effectively and efficiently to meet the needs of each department.
• Complete deposits and other financial transactions, including procurements, equipment quotes, reimbursements, and invoice payments, while maintaining accurate records in separate ledgers.
• Ensure adequate inventory of office supplies and proper operation of office equipment.
• Collaborate with GRCCePrint to promote Ford Fieldhouse, Exercise Science, and Athletic Department events by preparing and distributing content within deadlines.
• Assist or coordinate special sporting or academic events, conferences, or projects, including publicizing, accepting RSVPs, and managing events.
• Attend conferences, training sessions, and seminars related to the position as requested.
• Manage Ford Fieldhouse and Exercise Science web pages using web editing software.
• Assist in the preparation of annual department reports and take minutes for Department meetings as requested.
• Regular attendance during scheduled hours is required to serve customers and perform essential functions.
• Perform other duties as assigned by the Director of the Ford Fieldhouse, the Director of Athletics, or the Exercise Science Department Head.

Ford Fieldhouse Specific Functions

• Manage faculty/staff/community membership program while maintaining accurate records.
• Produce membership reports as requested.
• Manage communication between the Ford Fieldhouse and all user groups (students, faculty/staff, members).
• Maintain and update the facility schedule using 25Live Scheduling Software.
• Assist in the supervision of front office student staff and assign duties.
• Serve as a Campus Security Authority (CSA), responsible for reporting Clery Reportable Crimes to Campus Police as required by the Clery Act.

Exercise Science Department Specific Functions

• Work closely with vendors, order textbooks, and create “desk copies” as requested.
• Process and track substitute faculty pay.
• Collect Faculty Information Forms (FIF), office hours, and syllabi each semester.
• Serve as a liaison between the dean's office and Exercise Science faculty.
• Build the academic schedule in conjunction with faculty.
• Assist with rooming academic courses.
• Serve as a contact for onboarding part-time faculty.

Athletic Department Specific Functions

• Send and collect athletic game contracts for all non-conference games.
• Maintain and edit athletic schedules to ensure they are up to date.
• Process paperwork necessary for Clery Act compliance related to Athletic Department travel.
• Assist with the preparation of paperwork supporting EADA reporting for Athletic Department spending.
• Process payments for athletic officials using ArbiterPay.
• Serve as backup to assign and remove team locker room access for all athletic teams.
• Coordinate athletic team travel.

Requirements

• Associate’s degree or comparable combination of relevant education and experience required; Bachelor’s degree preferred.
• Minimum of one or more years of secretarial or administrative assisting experience (preferably in a higher education setting).
• Experience working in an educational/academic office or athletic office preferred.
• Experience providing support in managing budgets preferred.
• Excellent computer skills in programs within Google Suite preferred.

Skills

• Exceptional organizational skills, ability to prioritize, and complete tasks independently and in a timely manner.
• Proficient in verbal, written, and interpersonal communication skills to work effectively with diverse populations.
• Ability to perform daily routine and unexpected duties with minimum supervision.
• Proactive problem solver in identifying the needs of the facility and each department.
• CPR/AED/First Aid certified or willingness to obtain and maintain certification.
• Ability to lift and move up to 25 pounds.
• Ability to sit for extended periods and work in an active environment.
• Attention to detail, financial accountability, strategic thinking, sound decision-making, and problem-solving ability.
• Ability to work under pressure and in an environment with frequent interruptions.
• Good judgment in handling sensitive, confidential, or difficult situations professionally.
• Ability to take direction, use discretion, and maintain professionalism in interactions with stakeholders.
• Willingness to work as part of a team and lead projects.

Benefits

• Health Coverage: Six health insurance plan options, including one with no premiums.
• Time off: Substantial vacation time.
• Wellness Program: Access to resources for physical and mental wellbeing, including an onsite gym membership.
• Continuous Learning: Career development and educational opportunities.
• Retirement Plans: Secure your future with retirement options, including a state retirement plan.

Pay

$20.23 hourly