Support Professional, Mechanical & Architectural Design/CIS(Internal)

The Support Professional for the Mechanical & Architectural Design Department and the Computer Information Systems Department provides essential administrative skills and support for the Department Heads, faculty and staff, students and visitors of these departments. They will provide assistance on a daily basis by carrying out the Essential Job Functions that are described below.

Requisition ID: 946
Position Number: 00002091
Employee Group: APSS
Schedule: 40 hours/52 weeks, 8:00 AM - 5:00 PM
Compensation: Level B, $18.67
Benefits: Full-time
Reports to: Department Head and Associate Professor of Mechanical & Architectural Design/CIS
Posting Opens: 08/11/2025
Posting Closes: 08/25/2025

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 development of various departmental, public, or internal documents including brochures, handbooks, school departmental policies or practices, etc.
• Type or otherwise prepare a variety of letters, memos, forms and reports
• Accurately communicate with faculty, bookstore, and publisher book representatives to place textbook orders and obtaining desk copies for new or adjunct faculty or order as needed for classes
• Prepare and reconcile the monthly procurement card
• Ensure adequate inventory of office supplies by monitoring usage and researching price and quality of products to keep a balanced budget, and order office supplies for the department and classrooms and submit purchase order requests as needed
• Assist with res