Adminstrative Assistant Level 5-Arts and Science

Macomb-Community-College; Clinton Charter Township (MI); On-site; USD 42,000 - 52,000; Full time

Job summary

Macomb Community College seeks an experienced administrative assistant to independently perform and coordinate diverse duties requiring sound judgment. You will relieve supervisors of routine tasks, initiate procedural improvements, and support department operations with strong organizational skills.

Primary duties include assisting the Dean and Associate Deans, guiding students and faculty, handling scheduling in Colleague, and generating ad-hoc reports.

Job description

Independently performs and coordinates a wide variety of duties which require good judgment and making operating decisions based on knowledge of college organization, policies and personnel. A wide range of flexibility is allowed in relieving the supervisors of routine business details. Initiates improvements in existing standard procedures.

• Provides support to the Dean and Associate Deans for various aspects of the operation for which the Dean and Associate Deans are responsible, including but not limited to:
• Provides student and faculty guidance based on knowledge of college operations and activities of the department.
• Will be expected to use Colleague and Microsoft Office programs including but not limited to, Word, Excel and Outlook. Use software packages utilized within the department including a database system for ordering textbooks.
• Generate ad-hoc reports using Colleague, Excel, or Business Intelligence.
• Builds and maintains class schedules using Colleague; proofs work to maintain a high degree of accuracy.
• Manage lifecycle of textbooks including solicitation of faculty selections, receipt, store, and distribution of textbook materials, function as a primary contact with publishers.
• Process faculty absence and faculty substitute forms, hiring paperwork for adjunct faculty, student course substitutions, classroom postings/notices, and other college business forms.
• Prepare faculty contracts and maintain faculty information in Colleague.
• Gather requirements, prepare, and track departmental purchase requests for instructional equipment.
• Manage departmental bulletin board content, faculty key requests, departmental work orders, and adjunct mailboxes.
• Type, monitor, collect and store faculty first day instructional material.
• Type and manage copying of tests and other classroom materials for faculty.
• Manage delivery and pickup makeup tests and print shop jobs.
• Maintain faculty and staff contact information
• Communicate effectively with others in areas both directly and indirectly related to college business; must adhere to CRISP standards.
• May provide general direction, assigning of work and training to part-time staff assigned to the department
• Regularly determines actions to be taken involving complex situations or multiple issues within tight deadlines; highly organized under pressure and able to multi-task and adjust to changes in daily activities; carries out the work of the area without specific direction including following up on assigned items without reminders from supervisor.
• Set or maintain office operating standards and priorities based on relevant College-wide policies and procedures. Propose or implement improvements in procedures.
• Works with the Associate Dean, staff, or others to coordinate special projects and events.
• Participate in college work groups as needed.
• Performs clerical activities related to office procedures, including
• acquiring knowledge of faculty workroom functions and timelines
• assisting at reception desk when needed,
• assisting with the training of new staff,
• answering telephone lines, directing calls appropriately, taking detailed messages when appropriate, and modifying telephone greetings as necessary,
• properly directing students or the public,
• composing correspondence and preparing department forms
• handling mail,
• maintaining calendar and scheduling meetings,
• filing and records management according to college and department procedures, and
• operating standard office machines, and
• supports team by assisting other administrative assistants, faculty, associate deans and office staff as needed
• Performs related duties as assigned.

Passing grade on the ASP level 5 or 6 Assessment Test and four (4) years’ related experience.

*One (1) year experience may be waived when applicant holds an Associate’s degree.