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ADMINISTRATIVE ASSISTANT - ASET DIVISION

Employer
Monroe County Community College
Location
Monroe, MI

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Job Details

Position Summary

Under the supervision of the Dean of Applied Science and Engineering Technology (ASET) division, provides strategic administrative and clerical support to the Dean and overall division operations. Responsibilities include responding to student inquiries about programs and issues, maintaining department files, assisting with budgeting and financial management, assisting with preparation of the semester schedule, and preparing various reports and documents. Participates in strategic initiatives and planning, as well as, special projects and other activities as determined by the division dean, and entrusted with confidential records and files, correspondence, minutes, faculty contracts, budget documents, as well as other College documents.

Essential Job Functions

  • Serves as the Administrative Assistant to the ASET division. Prepares correspondence, manages the dean’s schedule, and screens phone calls with a high degree of confidentiality.

  • Participates in overall operation of the division, serving as an integral member. Participates in strategic planning discussions and works on projects and activities, as assigned by the dean.

  • Assists with preparation of classroom schedules and troubleshoots scheduling issues/problems. Tracks and maintains changes to the division’s schedule of classes, including room and instructor assignments. Enters semester schedules into the College schedule/registration management system.

  • Assists students, faculty, and the public with inquiries regarding classes, prerequisites, admissions criteria, registration, and other information related to the division. Accesses, reviews, and manages course section waitlists, as needed.

  • Maintains the department files, including updating personnel information and extra contractual contracts for full-time and adjunct faculty.

  • Maintains time entry and exception reports for division faculty and staff, and assures that needed documentation is forwarded to the payroll office in a timely manner.

  • Provides assistance to full-time and adjunct faculty, including: processing duplication requests; receiving and maintaining grade backup; ordering supplies and materials, making requests for and electronically storing course section syllabi, assisting with the preparation of information technology and maintenance work orders, as needed. May act as the primary contact point for adjunct faculty communication with the division office. Where necessary, assists with procurement of course text and publisher contact information for adjunct faculty.

  • Coordinates logistical arrangements for division and committee meetings and assists with organizing special events such as open houses and camps.

  • Records, prepares, and distributes meeting notices and minutes.

  • Maintains records of budget and expenditure information for the division, checks assorted documents and records for accuracy and compliance and reports billing errors.

  • Maintains student records, such as requests for exception/substitution/waivers.

  • Prepares mailings, correspondence, and other informational materials.

  • Maintains smooth operation of the division office in the absence of the dean.

  • Supervises and assigns duties to student assistants in the division, when appropriate, and maintains work records.

  • Maintains the office supplies inventory for faculty and division use, and procures special items as requested for the division.

  • Participates in appropriate College committees, activities and events.

  • Performs other duties as assigned.
  • The above statements are intended to describe the general nature and level of work being performed by personnel assigned this classification. They are not to be construed as an exhaustive list of all job duties personnel so classified.Requirements

  • Associate’s degree in business administration/management, computer information systems discipline, administration or office management, or related field.

  • Three years of experience as an administrative assistant, or similar assignment with evidence of understanding typical office procedures and practices.

  • Experience working in a business dealing with industrial technology preferred.

  • Demonstrated administrative and organizational skills, including the ability to prioritize multiple tasks, work in a fast-paced environment with numerous interruptions, and meet deadlines, often without direct supervision.

  • Demonstrated experience and ability in the area of planning and project- based activities.

  • Ability to acquire knowledge of the principles and practices of a community college and skill in providing administrative support to such activities.

  • Experience with, and demonstrable skill in the use of office equipment and technology, including computers and related software, such as word processing, database, and spreadsheet applications (preferably MS-Office with certifications). Skilled user of email, voice/video systems such as MS-TEAMS, and other communication technology. Experience with Learning Management System preferred.

  • A high level of interpersonal and human relations skills and the ability to deal pleasantly, efficiently, and courteously with the students/faculty/colleagues and the public, both in-person and via telephone or other electronic communications modalities.

  • Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness.

  • Ability to manage and maintain confidentiality of information.

  • Ability to understand instructions and detail oriented with strong skills in maintaining and updating records and related systems, assembling and analyzing data, and preparing comprehensive and accurate reports.

  • Ability to effectively communicate and present ideas and concepts orally and in writing.

  • Ability to critically assess situations, maintain attention to detail, solve problems, work efficiently under stress, within deadlines, and changing work priorities.

  • Supplemental Information

    Physical Demands and Work Environment:
    The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    While performing the duties of this job, the employee is regularly required to talk, hear, view and create written documents. Employee must communicate with others in person and on the telephone. Must view and produce electronic documents. The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stand, walk, stoop, or kneel. The employee must occasionally lift and/or move items of light weight.

    While performing the duties of this job, the employee typically works in a business office setting. The noise level in the work environment is usually quiet.

    Organization

    Working at Monroe County Community College

    Monroe County Community College is a comprehensive, two-year college located in Monroe, Michigan that is committed to enriching the lives of the community it serves through instructional excellence, transformational learning, the cultivation of informed and participating citizens, entrepreneurial and responsive leadership, cultural enrichment, affordability, accessibility, diversity, ethical integrity and accountability.  The college is a true source of pride for the residents of Monroe County, alumni and the college’s students. 

    Established in 1964, Monroe County Community College is a public, two-year institution supported by tax monies from Monroe County, educational funds from the state of Michigan and student tuition. We are fortunate to have a millage that is one of the best of the 28 community colleges in Michigan. The 210-acre Main Campus is centrally located in Monroe County with easy access to Detroit and Toledo, Ohio.  The Whitman Center, our south extension center in Bedford Township near the Michigan-Ohio border, offers a wide selection of courses.

    Mission: 
    Monroe County Community College enriches and transforms lives by providing opportunity and excellence in higher education.

    Vision:
    Monroe County Community College will be an innovative and progressive higher education institution and our community’s first choice for quality post-secondary education.

    The college offers associate degrees and certificate programs for career preparation, as well as for transfer to four-year colleges and universities.  It also provides training and retraining opportunities for business and industry, professional and personal enrichment programs, and other events and activities to promote the educational, economic, social and cultural wellbeing of the county and its citizens.

    Four-year and postgraduate degrees are available right on the MCCC campus through Siena Heights University and Eastern Michigan University. 

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