CTE Data and Compliance Administrative Assistant

Sylvania; Muskegon (MI); On-site; USD 26,146 - 34,426; Part time

Benefits offered by this job

Full family medical benefits

Dental and vision insurance at no cost

Paid personal business days

Job summary

Sylvania is hiring a CTE Data and Compliance Administrative Assistant in Muskegon. This role involves general office duties, ensuring data integrity for state and federal reporting, and managing instructional frameworks.

The position offers full family medical, dental, and vision benefits along with a salary range of $18.98-$24.99 per hour. Applicants should have strong communication skills and be organized, with a high school diploma or equivalent preferred.

Qualifications

• Possession of a high school diploma, Associate, or bachelor’s degree or equivalent.
• Possession of excellent communication and customer service skills.
• Demonstrated proficiency with various word processing, desktop publishing, and data entry systems.

Responsibilities

• Perform general office duties including typing, filing, and answering telephones.
• Handle CTEIS Data Management: upload student demographics and competencies.
• Coordinate Instructional Framework processes to ensure audit readiness.

Skills

Excellent communication skills

Customer service skills

Organizational skills

Interpersonal skills

Education

High school diploma or equivalent

Associate or bachelor’s degree

Tools

Word processing systems

Data entry systems

Job description

MUSKEGON AREA INTERMEDIATE SCHOOL DISTRICT

JOB DESCRIPTION

JOB TITLE:

CTE Data and Compliance Administrative Assistant

CLASSIFICATION:

Hourly

REPORTS TO:

CTE Director

SUPERVISES:

Not applicable

DEADLINE FOR APPLICATIONS:

All candidates must apply online at www.muskegonisd.org/jobs/.

TERMS:

This position is a 210 total paid days position offering full family medical, dental, and vision benefits. Dental, vision, and life insurance are paid by the district at no cost to the employee. Personal business days, holidays and sick time paid. Retirement through the Office of Retirement Services (Pension Plus or Defined Contribution).

SALARY RANGE:

This position is on the nonunion, hourly Grade G scale, $18.98-$24.99.

GENERAL JOB FUNCTION:

Employees in this classification perform general office duties such as typing, computer word processing, filing, operating typical office machines, answering telephones, and mailing correspondence. This position will focus on technical data integrity, State/Federal reporting (CTEIS), and instructional framework compliance. Responsibilities include monitoring all aspects of CTE reporting for Muskegon ISD State-Approved CTE programs.

ESSENTIAL JOB FUNCTIONS:

1. Assumes responsibility for typical administrative assistant duties, including phone and reception functions, word processing, data entry and spreadsheet creation, correspondence composition and distribution, mail distribution, and office machine operation.
2. Instructional Framework Management: Coordinates the Instructional Design Framework (IDF) process and monitors CIP Self-Review timelines to ensure 100% audit readiness.
3. CTEIS Data Management: Handles the upload of student demographics, segments, competencies, and WBL/credentials into the CTEIS system.
4. Reporting & Surveys: Leads the preparation and submission of the Follow-Up Surveys and Spring Exit Surveys, monitoring results for teacher verification.
5. System Validation: Runs "Bad UIC" reports, corrects data errors, and coordinates with Level 5 Fiscal Agents for final report approval.
6. Academic Partnerships: Manages Direct and Articulated Credit agreements, ensuring all partnerships with local districts and post-secondary institutions remain current.
7. Other duties as assigned by supervisor or designee.

MINIMUM QUALIFICATIONS:

1. Possession of a high school diploma, Associate, or bachelor’s degree or equivalent.
2. Possession of excellent communication and customer service skills.
3. Demonstrated proficiency with various word processing, desktop publishing, and data entry systems.
4. Possession of excellent organizational and interpersonal skills.
5. An ability to prioritize and address multiple tasks and responsibilities.
6. No physical or mental restrictions that would, with reasonable accommodation, prevent the performance of the essential job functions and responsibilities.

PREFERRED QUALIFICATIONS:

1. Ability to work both in a team setting and independently.
2. Experience working in a school office environment.
3. Knowledge of student information database systems.
4. Familiarity with K-12, CTE, higher education and postsecondary access practices.
5. Commitment to providing exceptional professional customer service.
6. Experience establishing and maintaining effective relationships with K-12, higher education, businesses, and employers.
7. Experience in helping to develop presentations and/or workshops for community members, educators, and/or students & families.
8. Experience in managing multiple projects.

PREFERRED COMPETENCIES:

MAISD Organizational Support Employee Skillfully Demonstrates:

• Understanding the Organization:
  • Business Insight: Keeps up with current and possible future policies, practices, and trends within the MAISD and public education.
  • Customer Focus: Builds and delivers solutions that meet customer expectations.
  • Financial Acumen: Understands the meaning and implications of key financial indicators.
• Making Complex Decisions:
  • Thoroughly weighs the risks and benefits of different solution options promptly.
  • Actively seeks input from pertinent sources to make timely and well-informed decisions (separates opinions from facts).
  • Considers ethical factors and impact on all stakeholders in the decision‑making process.
• Taking Initiative:
  • Quickly and decisively takes action in fast‑changing, difficult, and unpredictable situations.
  • Actively seeks and secures unique resources.
  • Continuously seeks to improve processes and procedures.
• Building Collaborative Relationships:
  • Proactively develops relationships with a wide variety of people.
  • Anticipates conflict but finds common ground and ensures that all feel heard in high tension situations.
• Being Authentic:
  • Keeps confidences.
• Being Flexible and Adaptable:
  • Adapts style to fit the specific needs of others.
  • Serves as a source of confidence in high‑stress situations.

NOTABLE PHYSICAL REQUIREMENTS:

Some light lifting and general mobility may be required.

TYPICAL WORK ENVIRONMENT:

Most work is performed in a school office, classroom, student worksites, and event venues.

EVALUATION:

Employees in this classification are evaluated prior to the completion of probationary status and according to Board policy and guidelines thereafter.

TRAVEL EXPECTATIONS:

Travel both within the county and throughout the state is required. Mileage will be paid based on the current State rate.

PAY STRUCTURE:

This position is on Grade G of the MAISD salary scales - 210 Day contract.

EQUAL OPPORTUNITY EMPLOYER STATEMENT:

It is the policy of the Muskegon Area Intermediate School District that no staff member, candidate for employment, program participant, or recipient of services shall experience discrimination on the basis of race, color, national origin, sex (including sexual orientation or transgender identity) disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category (collectively "Protected Classes"), in its programs and activities, including employment opportunities. Inquiries related to issues of discrimination on the basis of disability should be directed to the Director for Special Education at [phone]. All other discrimination inquiries or requests for special accommodations to participate in a program, event, or activity should be directed to the Associate Superintendent for Human Services at [phone].