ADMINISTRATIVE ASSISTANT TO DEAN OF STUDENT SERVICES

Monroe County Community College; Monroe Charter Township (MI); On-site; USD 40,000 - 54,000; Full time

Job summary

Monroe County Community College is seeking an Administrative Assistant to the Dean of Student Services to provide comprehensive administrative support across the Library, Financial Aid, Registrar, Admissions, Tutoring, Disability Services, and Testing Services. The role emphasizes calendar management, document preparation, budget tracking, and coordination of department projects.

The position requires strong organizational skills, discretion, and the ability to handle multiple tasks with

Qualifications

• Associate’s degree in business administration, office management, or related field.
• Three or more years of experience as an administrative assistant.
• Knowledge of budgeting, accounting, and bookkeeping.
• Strong organizational skills and attention to detail.
• Ability to communicate effectively with staff, students, and administration.
• Proficiency with Microsoft Office and office technology.

Responsibilities

• Provide or oversee reception services, scheduling, travel, and maintain the Dean’s calendar.
• Prepare and proofs correspondence, reports, and documents.
• Organize and maintain filing systems and departmental budgets.
• Coordinate projects and assist in completing reports and questionnaires.
• Process mail and maintain library, financial aid, registrar, admissions, tutoring, disability services, and testing center staff.
• Monitor payroll and expenditures for student assistants and notetakers.
• Coordinate events and prepare invitations, agendas, brochures, and packets.
• Maintain confidential files and records and ensure effective communication with stakeholders.
• Back up at front desks as needed.

Skills

Attention to detail

Customer service

Office tech

Diplomacy

Communication

Budget reporting

Research ability

Education

Associate’s degree in business administration, office management, or related field

Tools

Microsoft Office

Virtual platforms

A/V systems

Job description

The Administrative Assistant to the Dean of Student Services assists the Dean of Student Services with the department’s administrative activities and coordinates various administrative processes and projects in the Library, Financial Aid, Registrar, Admissions, Tutoring, Disability Service, and Testing Services Departments. The Administrative Assistant is the primary or lead administrative support position in the departments and provides the full-range of administrative support activities. The Administrative Assistant to the Dean of Student Services is responsible for providing the assistance needed for the effective administration of the Library, Financial Aid, Registrar, Admissions, Tutoring, Disability Services, and Testing Services Departments by acting as a liaison, troubleshooter, and line of communication and resource person, as warranted by the situation. The Administrative Assistant may assign and/or monitor the work of student assistants.

• Serves as the Administrative Assistant to the Dean of Student Services by providing or overseeing reception services, scheduling appointments, meetings, and travel, maintaining the Dean’s calendar, preparing and proofreading correspondence, reports, and other documents prepared by the Dean, preparing, organizing and submitting each departments budget request forms to the Dean, organizing and maintaining paper and electronic filing systems, monitoring due dates for recurring events, initiating recurring administrative processes related to each department’s calendar, coordinating projects, and assisting in the completion of reports and questionnaires by researching and gathering required information and preparing reports.Pick up and process all mail for Library, Financial Aid, Registrar, Admissions, Tutoring, Disability Services and Testing Services staff. Maintains office organization.
• Helps the departments under the direction of the Dean of Student Services to achieve its mission by coordinating complex processes associated with work specific to each department, such as facilitating and processing documentation for staff members to attend webinars and/or conferences; communicating and collaborating with vendors to cancel/renew/resolve issues with print and/or database subscriptions for the Library; track departmental expenses for all departments under the direction of the Dean of Student Services, monitor, record, correct, and approve the payroll for all student assistants and notetakers in each area; providing departmental services requiring the use of discretion and independent judgment in making decisions that affect employees or students and performing functions with a high degree of confidentiality.
• Serves as the communication center of the department by organizing, storing, retrieving, and integrating information for dissemination to administration, faculty, staff, and/or students, communicating information from the Dean of Student Services to others, collecting and organizing information requested from others, and making information available to others by mail, email, telephone, and the internet.
• Obtains equipment, services and supplies needed by each department by preparing purchase requisitions and check requests, receive and verify materials ordered through manual and automated systems for the Library, Financial Aid, Registrar, Admissions, Disability Services, Tutoring Services, and Testing Center and maintains purchase files and records. Order, organize, and maintain office supplies for each department.
• Assists faculty and students by answering questions and providing information, locating desired information and materials, aiding, preparing and/or proofreading correspondence and other material.
• Assists students by determining who can best provide information needed by the student, providing initial assistance to students using established guidelines and established policies and procedures.
• Assists the Dean to varying degrees in maintaining financial control of departmental accounts by tracking expenditures, maintaining account balances for the budgets of each department and balancing the Library, Financial Aid, Registrar, Admissions Disability Services, Tutoring and Testing Center accounts to the college on-line accounting system. Assists the Dean of Student Services in the preparation of the annual budget. Maintain records and receipts for the processing for petty cash purchases.
• Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, and overseeing the event as it occurs.
• Maintains all administrative maintenance files and records for the departments reporting to the Dean by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, and assuring effective communication with stakeholders. Oversees the usage of the Library master key cabinet.
• Coordinates the issuing of adjunct and extra contractual contracts confirming consistency with the budget.
• Prepares monthly and annual statistical reports for the Library. Create and maintain Library statistical reports as well as the yearly insurance validation report. Provide supporting data for the yearly IPEDS and ACRL reports.
• Serves as backup at the Circulation Desk in the Library and other front desks in offices reporting to the Dean of Student Services when needed. Aids the Library, Disability Services, Tutoring, Financial Aid, Registrar, Admissions staff/faculty atthe discretion of the Dean of Student Services.
• Support the Dean of Student Services with PTK organization and duties as necessary.
• Executes responsibilities in accordance with applicable laws and the College’s policies and procedures, including the Code of Ethics.
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the Dean of Student Services.
• Support all departments under the direction of the Dean of Student Services by performing all other duties as assigned Dean of Student Services.

• Associate’s degree in business administration, office management, or related field.

• Three or more years of experience as an administrative assistant.

KNOWLEDGE:

• Knowledge of MCCC’s vision, mission, and values and a commitment to further its educational goals and strategic plans.
• Knowledge of the principles and practices of MCCC and skill in providing administrative support to such activities.
• Knowledge and proficiency of office technology skills including Microsoft products, virtual platforms, and room A/V systems, and a willingness to learn and master new technologies as needed.
• Knowledge of grammar, punctuation, spelling and the correct usage of the English language.
• Knowledge of the principles and practices of budgeting, accounting, and bookkeeping.

SKILLS:

• Skill in maintaining and updating records and related systems by displaying strong attention to detail, dedication to customer service, and a team approach to work.
• Skill and proficiency in the use of office equipment and technology, computers and related software, such as word processing and spreadsheets, and the ability to master new technologies.
• Skill in diplomacy, tact and emotional intelligence required to develop positive relations.
• Skill in responding to public inquiries and internal requests with a high degree of professionalism.
• Skill in developing, implementing, and maintaining procedures to enhance efficiency in department operations and coordinate activities across departments.
• Skill in maintaining and updating records and related systems, assembling and analyzing financial data, and preparing comprehensive and accurate budgetary reports.

ABILITIES:

• Ability to acquire knowledge of the principles and practices of a community college and skill in providing administrative support to such activities.
• Ability to work flexibly and independently, set priorities, work simultaneously on numerous tasks, use good judgement and initiative, and meet/exceed deadlines.
• Ability to work with minimal direction and comfortable with making decisions. Ability to understand instructions and follow detailed procedures consistently.
• Ability to work professionally with the public and serve as a representative of the College with discretion.
• Ability to effectively and professionally communicate and present ideas and concepts orally and in writing.
• Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with staff, students, faculty, the public, and other professional contacts.
• Demonstrate administrative and organizational skills, including the ability to prioritize multiple tasks, work in a fast-paced environment with numerous interruptions, and meet deadlines.
• Ability to critically assess situations, maintain attention to detail, solve problems, work efficiently under stress, within deadlines, and changing work priorities.
• Ability to perform extensive research, compile complex data and prepare accurate records and reports.
• Ability to type and enter data with speed and accuracy.
• Ability to complete mathematical computations with speed and accuracy.
• Ability to set up and maintain complex and confidential files, databases, records and schedules.
• Ability to establish credibility with broad and diverse constituencies within the college based upon integrity, critical thinking, outstanding operational performance, a customer service orientation and excellent interpersonal relations.
• Ability to identify and secure confidential 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 speak clearly, hear normal auditory ranges and view large and small print. 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 fingers and hands to handle, or feel; and reach with hands and arms. The employee is required to stand, walk, stoop, or kneel. The employee must occasionally lift and/or move light weight items.
While performing the duties of this job, the employee typically works in a business office setting. Employee is also required to access various locations in the Library and on campus. Employee must communicate with others in person and on the telephone. The noise level in the work environment is usually quiet.