Clerical Assistant - Counseling and Academic Advising Services

Macomb Community College; Northern (KY); Hybrid; USD 32.000 - 42.000; Vollzeit

Zusammenfassung

Macomb Community College is seeking a Clerical Assistant to be the first point of contact in the Counseling and Academic Advising office. You will schedule appointments, assist with data entry, and manage a multi-line phone system to support students and staff.

This role requires professionalism, strong communication, and the ability to multi-task in a collaborative environment while maintaining FERPA confidentiality and precise records management.

Qualifikationen

• High School Diploma or GED with relevant coursework or training.
• Two years equated related work experience in a customer service field.
• Experience with scheduling systems and multi-line phone systems.
• Familiarity with FERPA confidentiality and data handling.
• Ability to coordinate appointments and maintain student records.

Aufgaben

• Greet students, guests, and staff and provide clerical support.
• Schedule and coordinate student appointments with faculty.
• Manage data entry and operate a multi-line phone system (ACD).
• Maintain and distribute office materials, literature racks, and mail as needed.
• Access departmental systems and enter student information for scheduling and records.
• Collaborate with faculty and departments to route students appropriately.
• Protect confidentiality per FERPA and ensure secure handling of records.

Kenntnisse

Customer service

Communication

Professionalism

Multi-tasking

Collaboration

Ausbildung

High School Diploma or GED

Tools

Ellucian Colleague

Macomb Success Link (MSL)

SARS

Microsoft Office 365

Microsoft Teams

Jobbeschreibung

The Clerical Assistant serves as the first point of contact for the Counseling and Academic Advising office, connecting students with staff and/or faculty of the counseling and advising department through scheduled appointments, phone calls, and walk-ins. This role provides exceptional customer service, coordinates appointments, and supports departmental functions to ensure a welcoming and efficient environment for all students.

Front Desk and Office Support

• Provide general clerical support, including welcoming students, guests, and staff, managing data entry, and answering and directing phone calls.
• Manage the ACD which is a multi-line telephone system.
• Schedule current and prospective student appointments with faculty.
• Send reminder phone calls and text messages to students to confirm upcoming appointments.
• General knowledge of academic programs and ability to distribute appointments to appropriate faculty, student success team members, or staff.
• Maintain office literature racks.
• May distribute mail and prepare mailings.
• Pick up and deliver items from various departments, as necessary.
• Research departmental issues when assigned.
• Lock and/or unlock staff office doors as required
• Complete office closing procedures including making sure the office is clean and organized and that all lights and kitchen appliances are turned off
• May be assigned to work at other locations as needed.

Technology & Data Management

• Create/organize client files for counselor appointments.
• Access departmental systems – such as Ellucian College, Macomb Success Link (MSL) Microsoft Office Suite and SARS to maintain student records.
• Properly enter student information when scheduling student appointments
• Review the schedules of Counselors, Advisors, and Student Access Services staff using the SARS anywhere system.
• Scan and email accommodation documentation to the Student Access Services email account.

Communication & Collaboration

• Ability to maintain professionalism while servicing students.
• Requires collaboration with faculty and other departments.
• Ability to multi-task such as handling phone calls and office visits.
• Provide accurate information about campus departments and redirect students when necessary.
• Chat with staff members through Microsoft Teams to coordinate student support or appointment arrivals.

Confidentially & Professionalism

• Maintain confidentiality of student records and information
• Ability to understand and apply FERPA confidentially requirements

Required Training

• Will be trained and expected to become proficient in the following:
  • Office procedures and daily operations (phone system, scheduling system, walk-ins)
  • Scheduling appointments in different modalities
  • Customer service best practices and student interaction protocols
  • Computer systems (Ellucian Colleague, Macomb Success Link, SARs, Texting Platform, Phone System, Microsoft Office 365 Suite)
  • FERPA and data security
  • Departmental policies and resources available to students

Other Duties as assigned

• Perform other duties as assigned to support departmental goals and student success initiatives.

High School Graduate or GED and some additional education including relevant course work and/or formal training.Two (2) years equated related work experience in a customer service field or a demonstrated ability to perform the duties of the position.