Department Assistant, Records and Registration

Kellogg; Battle Creek (MI); On-site; USD 28,000 - 35,000; Full time

Job summary

Kellogg Community College (KCC) in Battle Creek, Michigan seeks a detail-oriented Department Assistant for the Records and Registration office. The role handles student records, registrations, graduation coordination, and compliance reporting while delivering high-quality service to students, faculty, and staff.

Primary duties include data entry, document processing, and assisting other departments with records-related tasks.

Qualifications

• Experience working in a fast-paced, automated office environment.
• Strong organizational skills and attention to detail are required.
• Proficient with MS Word, Excel, and Outlook at an intermediate level.

Responsibilities

• Manage student records with accuracy and privacy, including transcripts and verifications.
• Assist with course registration processes and waitlists as needed.
• Support graduation coordination and related documentation processing.

Skills

Customer service

Organizational skills

Communication

Education

Some post-secondary education

Associate degree preferred

Tools

MS Word

Excel

Outlook

Job description

Department Assistant, Records and Registration

The Records and Registration office at Kellogg Community College ( KCC ) is vital to supporting the academic mission of KCC . Our office is dedicated to maintaining the integrity, accuracy, and privacy of student records. The department is responsible for handling a variety of essential functions, including:

• 1) Student Records Management: Ensuring the secure and accurate maintenance of all students’ academic records, including transcripts, enrollment verifications, and degree audits.
• 2) Course Registration: Overseeing the course registration process each semester, assisting students with course selections, and managing waitlists.
• 3) Graduation Coordination: Managing the application and evaluation process for graduation, coordinating commencement ceremonies, and issuing diplomas.
• 4) Compliance and Reporting: Ensuring compliance with institutional, state, and federal regulations, and providing necessary reports to internal and external stakeholders.
• 5) Customer Service: Offering exceptional service to students, faculty, staff, and alumni by addressing inquiries related to academic records, registration, and other related matters.

We are seeking a highly organized, detail-oriented, and customer-focused Department Assistant to join our dynamic team in the Records and Registration office. Excellent communication is an essential skill for this position as the Department Assistant works directly with current and prospective students, college visitors, and colleagues from across the college. Services are delivered via phone, in-person, email, and through many technology-based formats such as Microsoft Teams. Department Assistants provide crucial support to ensure the smooth operation of our office and contribute to our mission of fostering student success.

Kellogg Community College is located in Battle Creek, Michigan, a community of approximately 54,000 people. Leisure activities, natural resources and learning opportunities provide a foundation for residents. Located along the I-94 interstate, Battle Creek is within 30 minutes of Kalamazoo, 60 minutes of Lansing and Grand Rapids and within three hours of Detroit, Chicago and Indianapolis.

KCC Equity Statement

• Deepening our understanding of diversity, equity and inclusion through learning, engagement with others and personal reflection;
• Valuing the lived experiences and perspectives of others while nurturing and understanding the differences between us;
• Rejecting all forms of prejudice, discrimination and racism; and
• Advancing integrity, justice and civility among and between us.

Physical Demands

The job responsibilities are performed in an office area and presentation venues. Travel by car required. The job has intermittent periods during which continuous physical exertion is required, such as independent mobility between work areas, sitting, stooping, bending, lifting material or equipment, some of which may be heavy or awkward (8 – 45 pounds). Typically requires regular use of one or more physical senses of medium intensity and long duration. Must meet reasonable deadlines, quotas or demands for accuracy, and may be involved in some mildly unpleasant situations.

Minimum Qualifications

• Some post‑secondary education from an accredited college or university AND at least one (1+) year of relevant experience; OR two or more (2+) years of relevant experience. [If post‑secondary education is a factor in meeting minimum qualifications, please ensure unofficial transcripts are uploaded otherwise you will be disqualified.]
• Professional experience in an active, multi‑tasked, automated work environment.
• Ability to work with MS Word, Excel, and Outlook or similar level applications at an intermediate level.

Preferred but not Required

• Associate degree from an accredited college or university.
• Experience working in a data system; data entry and information retrieval.
• Experience with payment processing and cash drawer reconciliation.

Proposed Salary

According to the published support staff salary schedule, Classification Pay Grade 12, 2026‑2027 starting hourly wage range, step one $20.42 to step five $25.26. Internal applicants may refer to Article 22, Section 5B.

Job Duties

Essential Function Registration Processing

Description

• Establish and verify student residency, including resolution regarding address issues.
• Perform data entry and record keeping functions regarding, student registrations, student schedule adjustments.
• Perform data entry to assist other college departments (e.g., admissions applications, ACT / SAT / PSAT scores, transcript processing).
• Process incoming official high school and college transcripts to conduct initial data entry of transfer courses and other documents using document imaging software with integrated workflows.
• Provide assistance with graduation processes.

Essential Function Student Assistance

Description

• Assist students with navigation of college resources/processes.
• Provide direction with technical and non‑technical questions regarding college and/or department services and procedures.
• Discuss concerns, questions, and/or complaints to obtain information and identify problems.
• Liaison between college departments to connect students and staff with those who can best assist them.

Essential Function Business Transactions

Description

• Payment processing for tuition, transcript requests, testing services, graduation, PTK fees, and entering financial transactions to appropriate accounts.
• Reconcile cash drawer.

Essential Function Department Assistance

Description

• To ensure understanding, serve as a partner to educate stakeholders, such as students and non‑departmental employees, on key services, policies, and procedures related to Records and Registration.
• Under the direction of Registrar’s Office leadership, assist with orienting new department employees to departmental practices, processes, and procedures.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Which statement best describes your education and/or relevant experience? (Education must be from an accredited college or university.)
  • No post‑secondary education or related experience
  • Some post‑secondary education but no related experience
  • Some post‑secondary education and less than one year of related experience
  • Some post‑secondary education and at least one year of related experience (Please attach unofficial transcripts showing completed coursework otherwise you will be disqualified.)
  • No post‑secondary education but two or more years of related experience
  • Associate degree or higher and at least one year of related experience (Please attach unofficial transcripts showing completed coursework otherwise you will be disqualified.)
• * Describe your experience working in an active, multi‑tasked, automated work environment. (Open Ended Question)
• * Please describe briefly, yet with detail, your experience with MS Word, Excel, Outlook and/or other similar software applications. (Open Ended Question)
• * How did you hear about this position?
  • AcademicCareers.com
  • Battle Creek Shopper
  • CareerBuilder
  • Chronicle of Higher Ed
  • Glassdoor
  • Hastings Reminder
  • Higher Education Recruitment Consortium (HERC) jobs
  • HigherEdJobs.com
  • Indeed
  • Inside Higher Ed
  • Internal Source
  • KCC Website
  • LinkedIn
  • Michigan Works
  • MITalent.org
  • Mlive
  • Other (please specify below)