Administrative Assistant

Bay College - Main Campus; Escanaba (MI); Presencial; USD 27.000 - 32.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

HSA / FSA

Descripción de la vacante

Bay College - Main Campus seeks an Administrative Assistant to support the Dean of Arts, Sciences, and Teaching and Learning. You will manage calendars, travel, records, and communications while coordinating office operations and reporting.

The role also assists with faculty records, course scheduling, budgets, and meetings. Strong organization, discretion, and independence are essential in a fast-paced academic environment.

Formación

• Associate’s degree required; two years of office experience with similar responsibilities.
• Proficiency in Microsoft Office and Adobe products; ability to learn new systems.
• Strong organizational, project management, prioritization, and time management skills.
• Excellent communication, interpersonal, customer service, and relationship-building abilities.
• Ability to work independently, maintain confidentiality, and exercise sound judgment.

Responsabilidades

• Provide administrative support to the Dean, including calendar management, correspondence, travel, records, and reporting.
• Coordinate facilities and work orders; assist with faculty records, scheduling, and budgets.
• Support teaching and learning activities, meetings, and events across the department.
• Assist with course scheduling, meetings, and communications across academic affairs.

Conocimientos

Strong organizational skills

Excellent communication

Discretion and confidentiality

Independent work

Typing 50 wpm

Educación

Associate’s degree

Bachelor’s degree (preferred)

Herramientas

Microsoft Office

Adobe products

Descripción del empleo

Position Details

Position Information

Position Title

Administrative Assistant

Pay Grade Level

G-11

FLSA

Non-Exempt

Benefits

Health, dental, vision, life, short-term and long-term disabilityinsurance, flexible spending and dependent care accounts, healthsavings accounts, Michigan Public School Employees RetirementSystems, TIAA 403(b), generous sick and vacation time, paidholidays, modified summer schedule, YMCA membership, WellnessProgram, tuition reimbursement and professional developmentsupport.

Department

Academic Affairs

Campus Location

Escanaba

Min Salary

$19.87

Max Salary

$23.38

FTE

1

Full-time/Part-time

Full-Time

Position Type

Staff

Job Summary/Basic Function

The Administrative Assistant to the Dean of Arts, Sciences, andTeaching and Learning provides administrative, operational, andorganizational support to the Dean and the Arts and Sciencesacademic divisions. The position coordinates office operations,assists with faculty and course-scheduling processes, budgets,meetings, records, communications, reporting, events, and specialprojects. The position also supports the Dean’s college-wideteaching and learning duties. The role serves as a liaison amongthe Dean, faculty, students, staff, academic leaders, and externalpartners and requires strong organization, discretion, initiative,and attention to detail. This position requires a diligent,dependable, and detail-oriented person knowledgeable of all officefunctions, including Microsoft Office and Adobe programs.Additionally, this position requires strong critical thinking,problem-solving, and interpersonal communication skills, and theability to work self-directed and in collaboration withothers.

Minimum Qualifications

• Associate’s degree.
• Two years of work experience in an office setting with similarresponsibilities (administrative support, administrative assistant,office management, etc).
• Proficiency with Microsoft Office and Adobe products, and theability to learn new systems.
• Strong organizational, project management, prioritization, andtime management skills.
• Excellent communication, interpersonal, customer service, andrelationship-building abilities.
• Ability to work independently, exercise sound judgment,maintain confidentiality, and make effective decisions.
• Demonstrated success working collaboratively in ateam-oriented, fast-paced environment.
• Professional ability to represent the College with internal andexternal stakeholders.
• Typing speed of at least 50 words per minute.

Preferred Qualifications

• Bachelor’s degree.
• Three or more years of progressively responsible administrativesupport experience.
• Experience in higher education or supporting an academicdepartment or administrator.
• Experience with course scheduling, budgets, faculty records,event coordination, professional development, and/or institutionalreporting.
• Experience implementing process improvement methods.
• Knowledge of and experience with Enterprise Resource Planning (ERP ) systems.

Months Per Year

12

Hours Worked Per Week

40

Work Schedule

Typical hours are 8:00 a.m. - 5:00 p.m. with an hour lunchbreak.

Supervision Exercised

May coordinate student, temporary, or other support staff asassigned.

Supervision Received

Works under the general supervision of the Dean of Arts, Sciences,and Teaching and Learning.

Work Environment

Work environment characteristics described here are representativeof those that must be met by an employee to successfully performthe essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform theessential functions. While performing the duties of this job, theemployee is exposed to weather conditions prevalent at the time.The noise level in the work environment is usually moderate, butmay be loud in areas of equipment operation.

The above statements are intended to describe the general natureand level of work being performed by personnel assigned into thisclassification. They are not to be construed as an exhaustive listof all job duties performed by personnel so classified. Job relatedfunctions may be performed with or without accommodations.

Physical Demands

The physical demands described here are representative of thosethat must be met by an employee to successfully perform theessential functions of this job. Reasonable accommodations may bemade to enable individuals with disabilities to perform theessential functions. While performing the duties of this job, theemployee is required to stand; walk; sit; use hands to finger,handle, or feel objects, tools or controls; reach with hands andarms; climb stairs; balance; stoop, kneel, crouch or crawl; talk orhear; taste or smell. The employee must occasionally lift and/ormove up to 25 pounds. Specific vision abilities required by the jobinclude close vision, distance vision, color vision, peripheralvision, depth perception, and the ability to adjust focus.

Travel requirement

Occasional travel to other College locations.

Job Duties

Administrative Support and Office Operations:

• Provide comprehensive support to the Dean, including calendarand meeting management, correspondence, document preparation,travel, records, workflow, deadline tracking, and follow-up onprojects and assignments.
• Process facilities and work order requests as needed.
• Collaborate with all academic affairs administration and staffto ensure continuity of operations across the department.

Faculty Processes:

• Coordinate administrative aspects of faculty recruitment,hiring, onboarding, credentials and records, professionaldevelopment, evaluation, observation, and tenure processes asdirected by the Dean and Academic Affairs Manager.
• Keep informed of the provisions of labor management agreementsand their effects on departmental operations.
• Provide follow up communication with faculty as directed by thedean.
• Monitor and track Collective Bargaining Agreement ( CBA )requirements related to compensation, pay rates, seniority, andsick leave to ensure accurate recordkeeping and consistentapplication of contractual provisions.
• Manage faculty absence requests, including providing therequests to the dean for approval, and communicating on behalf ofthe dean.
• Submit faculty leave time (sick, PTO, etc.) forprocessing.
• Collect and submit directed study, co-op, internship, coursesubstitution, and other related forms.
• Monitor faculty weekly grade reporting and provide follow up tofaculty when necessary.
• Create, maintain, and update faculty mailbox labels, includingassigning labels for active faculty and removing or updating labelswhen faculty are no longer actively teaching.
• Monitor faculty office space assignments at both campuses,ensuring accurate records of space allocations and updates asfaculty assignments or teaching needs change.
• Prepare and distribute welcome materials to new faculty.

Course Scheduling:

• Assist with ongoing review of course schedules and roomchanges.

Teaching and Learning Support:

• Collect and maintain syllabi as directed, following establishedpolicies and procedures.
• Collaborate with Institutional Effectiveness, Online Learning,and academic affairs on the student course survey process.
• Coordinate planning, communications, registrations, materials,records, and follow-up for college-wide faculty development,teaching and learning initiatives, communities of practice,instructional events, and related professional learningactivities.

Meetings, Committees, and Events:

• Coordinate planning for advisory boards, search committees,workshops, speakers, retreats, and other activities in Arts andSciences and Academic Affairs.
• Prepare materials and track action items as appropriate.
• Provide administrative support for the annual Poster Symposiumand Fall and Spring Student Art Shows at both campuses, includingpreparing and distributing event communications, coordinating awardwinner information, and processing award payments.
• Attend meetings and assist with notetaking at the request ofthe Dean.

Budget and Purchasing Support:

• Assist with monitoring budgets and expenditures.
• Process purchasing requests, invoices, reimbursements, andfinancial documentation
• Support capital request tracking.

Assessment, Program Review, and Accreditation:

• Support assessment, program review accreditation,certification, and program improvement. activities by organizingdocumentation, maintaining records, coordinating meetings, andmonitoring timelines and deadlines.

Student and Faculty Assistance:

• Serve as a point of contact for routine inquiries fromstudents, faculty, and staff, providing timely and accurateinformation, responding to questions in a prompt and professionalmanner, and directing individuals to the appropriate resources ordepartments when necessary.
• Contact students to communicate class cancellations due toinstructor absences, low enrollment, or other scheduling changes,providing timely and accurate information
• Schedule meetings with the dean.
• Refer matters requiring academic or administrative judgment tothe Dean.

Records, Reporting and Data Coordination:

• Collect, organize, and prepare information for departmental,institutional, state, national, grant, accreditation, and otherreports.
• Maintain recurring reporting calendars and monitordeadlines.
• Maintain accurate records and protect sensitive student,employee, personnel, budgetary, and institutional information.
• Provide historical references by developing and utilizingfiling systems and by recording meeting discussions.
• Retain and dispose of electronic and hard copy files per theRecords Retention Schedule.

External Partner Coordination:

• Support communications and planning involving advisory boards,four-year institutions, community organizations, regional partners,and other external stakeholders.
• Manage and maintain accurate and up-to-date records of advisoryboard members in the College’s ERP system.

Culture of Care:

• Demonstrate responsive, respectful, student-centeredservice.
• Support a culture of care and well-being through professional,inclusive communication and actions.
• Attend required meetings, in-services, and trainings.
• Actively participate in service to the college, recruitment,and public relation events.

Any other duties as assigned.

Department Information

Contact(s)

Beth Berube, Director of Human Resources

Shena Turan, Human Resources Specialist

Contact Phone/Extension

906-217-4016

Contact Email

[email protected]

Contact Fax

906-217-1625

Posting Detail Information

Posting Number

S297P

Posting Date

11/11/2026

Close Date

Open Until Filled

Yes