Support Professional, Dental Auxiliary

Grand Rapids Community College; Grand Rapids (MI); On-site; USD 38,000 - 42,000; Full time

Benefits offered by this job

Full Time

Job summary

Grand Rapids Community College is seeking an Administrative Support Specialist for the Dental Auxiliary programs. The role provides secretarial and instructional support to the Dental Clinic, program directors, faculty, and students, with evening availability required for some shifts.

Reporting to the Dental Program Director, you will handle inquiries, scheduling, documentation, and data management across the department while contributing to a positive office environment.

Qualifications

• Associates Degree or comparable mix of education and experience.
• At least two years of secretarial/administrative support experience.
• Dental clinic experience preferred.
• Ability to work with diverse populations.
• Excellent organizational and multitasking skills.
• Confidentiality obligations under FERPA/HIPAA.

Responsibilities

• Provide high-level secretarial and administrative support for the Dental Clinic and programs.
• Respond to inquiries, manage mail/email promptly, and route as needed.
• Assist with scheduling, transcripts, and student enrollment tasks.
• Maintain student immunization, CPR, and fingerprinting records.
• Create, format, and maintain reports and program documents.
• Maintain departmental web pages and course content updates.
• Greet visitors and support program directors, faculty, and staff.

Skills

Secretarial experience

Administrative support

Microsoft Office

Data entry

FERPA & HIPAA confidentiality

Customer service

Education

Associates Degree

Tools

MS Word

Excel

Access

PowerPoint

Job description

Primary support person for GRCC’s Dental Hygiene and Dental Assisting programs including program director, faculty, staff, students and public at large. Secondary responsibilities to support the Dental Clinic operations. Evening availability is required for this position.

Position Number: 00001717

Requisition Number: 1146

Department: Dental Auxiliary

Employee Group: APSS

Schedule: 40 hours/52 weeks

Compensation: $18.67

Benefits: Full Time

Reports to: Dental Program Director

Posting Opens: 9/9/2026

Posting Closes: 9/23/2026

Essential Job Functions

• Contribute to a positive and professional work environment. Present a positive and professional image and be an excellent goodwill ambassador for the departments and the College.
• Provide high-level secretarial support for the Dental Clinic in addition to administrative and instructional support activities for program directors, and department faculty.
• Respond to customer inquiries for information in a timely manner, either directly or by routing to the appropriate staff. Process all incoming and outgoing mail and e-mail in a timely manner.
• Act as a liaison for students and visitors with faculty and staff including but not limited to: conditions of classes, transcripts, schedules, or other documents from CWIS; assisting with scheduling and enrolling of students as requested.
• Liaison between dental programs and college student services related to health/dental admission process
• Receptionist for dental clinic and dental programs; greeting and directing students and visitors; assisting students with questions and concerns; answering telephone inquiries; processing surface mail
• Act as a liaison for Advisory Committees, communicating information, arranging for meetings including scheduling of location, refreshments, and preparation and posting of meeting materials, as requested.
• Maintain student data bases re: immunizations, CPR and fingerprinting results. Track data as needed for off campus locations, third party agents and accreditation bodies
• Using data from the health admissions ready list, provide assistance with creating, updating, and maintaining student Educational Development Plans (EDP).
• Type or otherwise prepare a variety of letters, memos, forms and reports
• Contribute to a positive and professional work environment. Present a positive and professional image and be an excellent goodwill ambassador for the departments and the College
• Contribute to a positive and professional work environment. Present a positive and professional image and be an excellent goodwill ambassador for the departments and the College.
• Assist in the preparation of program forms and documents. Gather and format data for reporting purposes such as annual reports and accreditation reports. Compile data from a variety of sources and create accurate summary reports as requested or required. Work independently to prepare recurring reports and take appropriate action.
• Process all incoming and outgoing mail and e-mail in a timely manner.
• Create, maintain and update departmental web pages and content.
• Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.

Additional Job Functions

• Complete requests for copying (bulk or otherwise) ensuring accurate production and delivering copies within deadline.
• Organize offices for efficiency and conducive to high volume and sometimes erratic workflow. Replenish office supplies to maintain adequate inventory
• Accurately update or assist with the development of departmental, public, or internal documents, including course outlines, brochures, handbooks, departmental policies or practices, etc.
• Establish and maintain accurate files. Identify and develop new forms to expedite business processes as needed.
• Work with program directors to create, compile, update, and maintain student, graduate, and employer surveys.
• Maintain office machines and troubleshoot office machines assist with resolving computer problems as appropriate with faculty and staff.

JOB SPECIFICATIONS

Education

• Associates Degree or comparable combination of relevant education and experience.
• Requires occasional evening clinic coverage until 9:00 PM. Shifts are adjusted accordingly to ensure standard work hours are maintained.

Experience

• A minimum of two or more years of secretarial or administrative assisting experience.
• Dental clinic experience preferred
• Experience communicating and working effectively with diverse populations.

Skills

• Project a professional image including punctuality, dependability and good attendance records.
• Must be able to maintain confidentiality (understanding of FERPA and HIPAA laws and requirements.)
• Excellent organizational skills, ability to prioritize and complete tasks in a timely manner. May be required to complete an in-basket assignment to demonstrate these skills.
• Ability to multitask and prioritize and handle constant at times heavy workload and ensure that actions are completed effectively
• Microsoft Office (MS Word, Excel, Access, PowerPoint), and Drupal (for webpage
• updates).
• Meet minimum standards of the ESP testing process (testing components: ability to type a minimum of 35-40 words per minute, 80% proficient in edit/format letter and paragraph retrieval to format a letter, 90% proficient in math). Possess excellent proofreading skills and have an aptitude for detail work including record keeping and filing.
• Must be proficient in verbal, written, and interpersonal communication skills to work effectively with diverse populations.
• Demonstrated initiative and problem-solving abilities.
• Ability to work in a high traffic, indoor environment.
• Ability to work in a busy office with frequent interruptions.
• Must be able to work a flexible schedule based on a predetermined Dental Clinic Schedule.

Mental Demands

• Ability to handle pressure situations in a professional manner.
• Possess mature judgment.
• Ability to perform daily routine and unexpected duties with minimal supervision.
• Ability to organize, manage and prioritize multiple tasks, and meet timelines in a multi-project environment with minimal supervision.
• Must use good judgment in handling sensitive or difficult situations, while maintaining confidentiality.

Physical Demands

• Ability to lift and move up to 25 pounds.

Benefits

• Health Coverage: Six health insurance plan options, including one with no health insurance premiums.
• Time off: Enjoy substantial vacation time.
• Wellness Program: Access resources for physical and mental wellbeing, and an onsite gym membership.
• Continuous Learning: Career development and educational opportunities.
• Retirement Plans: Secure your future with our retirement options including a state retirement plan.
• Grand Rapids Community College is an equal opportunity employer. Visa sponsorship is not available. NONDISCRIMINATION STATEMENT

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.