Department Assistant, Records Management, TRIO Upward Bound*

Kellogg Community College; Battle Creek (MI); Hybrid; USD 28.000 - 35.000; Vollzeit

Zusammenfassung

Kellogg Community College seeks a Department Assistant for Records Management, TRIO Upward Bound. This on‑site role supports 9–12 grade students, families, BCCHS staff, and program operations with recordkeeping, newsletters, and events.

The incumbent works primarily at Battle Creek Central High School for most of the year, with summers on the KCC campus, and must travel between sites as needed.

Qualifikationen

• Some post-secondary education and 1+ year of relevant experience, or 3+ years of relevant experience.
• Proficiency with Microsoft Office 365 (Word, Excel, Outlook, Teams) and databases.
• Experience supporting historically underrepresented populations.
• Strong customer service and professional communication across diverse audiences.
• Willingness to travel between designated work sites as required.

Aufgaben

• Maintain the Blumen Online for TRIO (BOT) database and update daily program data.
• Support APR submissions and assist with department projects and events.
• Provide front‑line customer service to students, families, and staff.
• Coordinate travel, stipends, expenses, and participant files with compliance.
• Disseminate program materials and communications to stakeholders.

Kenntnisse

Microsoft Office 365

Customer service

Communication

Teamwork

Travel between sites

Ausbildung

Some college coursework or higher

Associate degree (preferred)

Tools

Blumen Online for TRIO (BOT) database

Web-based applications

Jobbeschreibung

Position Title

Department Assistant, Records Management, TRIO Upward Bound*

Position Type

Full Time

Classification

Pay Grade 12

Department

Upward Bound

Work Schedule

This grant-funded, full-time support staff position will work Monday through Friday, 8:00 a.m. to 5:00 p.m. with flexible or extended hours as needed by the department.

This position requires variable locations with full-time presence at Battle Creek Central High School during the traditional academic year and summers primarily on KCC's main campus. There are also times when this position must travel between sites daily.

Regular presence is expected for all KCC employees. Any flexible and/or hybrid work schedules are subject for review, approval, and/or change based on the needs of the College.

Position Summary

This federally grant-funded, full-time support staff position reports to the TRIO Upward Bound Director. Although this is a Kellogg Community College (KCC) position, the incumbent is assigned to work on-site at Battle Creek Central High School (BCCHS) for approximately 10 months of the year. The incumbent works directly with students in grades 9-12, their parents and families, and BCCHS staff to support the TRIO Upward Bound program. During the summer months, the position temporarily transitions to the KCC campus to support the planning, coordination, and implementation of the TRIO Upward Bound Summer Academy. The incumbent serves as a primary point of contact for students, parents, staff, institutional partners, and other stakeholders. Provides administrative and operational support for the TRIO Upward Bound program through comprehensive recordkeeping, coordination of departmental projects, and planning and implementing program events and activities. Performs day-to-day administrative and office management functions, including processing mail and correspondence, data-entry into the Blumen Online for TRIO (BOT) database, maintaining program records and documentation, monitoring office supplies and inventory, and ensuring the efficient operation of the program office. Communicate regularly with students, parents, staff, institutional partners, community organizations, and other key stakeholders through newsletters, telephone calls, flyers, electronic communications, and other outreach methods. Develops, coordinates, and disseminates program‑related materials in accordance with departmental priorities and established procedures, as instructed by the Director.

Demonstrates exceptional attention to detail, organizational skills, and accuracy while effectively communicating and establishing professional relationships with a diverse range of individuals, including high school students, parents and families, secondary school staff and administrators, college faculty, and staff, and other internal and external stakeholders. Requires the ability to communicate professionally and appropriately across varying audiences and settings. Works effectively and collaboratively as a member of a team, contributing to departmental goals, and maintaining positive working relationships with colleagues and stakeholders. Demonstrates sound judgment, professionalism, and composure when responding to unexpected or challenging situations, including student behavioral concerns, while following established policies, procedures, and appropriate escalation protocols. This role also requires a willingness to participate in ongoing training and the ability to travel regularly between BCCHS and KCC.

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.

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 three (3+) or more years of relevant experience. If post-secondary education is a factor in meeting minimum qualifications, please ensure unofficial transcripts are uploaded.
• Demonstrated intermediate-level proficiency and competency in utilizing the Microsoft Office 365 software suite (Word, Excel, Outlook, and Teams), database management systems, and web-based applications.
• Demonstrated experience working directly with providing support, guidance, and services to historically underrepresented populations.
• Demonstrated commitment to providing excellent customer service and communication skills, with the ability to effectively interact, establish rapport, and communicate professionally with diverse individuals and stakeholders.
• Demonstrated ability and willingness to independently travel between designated work sites, as required to fulfill the responsibilities and operational needs of the position.

Preferred but not Required

• Associate degree from an accredited college or university.
• Understanding of Upward Bound programs.
• Experience working with Department of Education reporting systems.

Proposed Salary

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

Job Duties

• Maintain the Blumen Online for TRIO (BOT) database in accordance with U.S. Department of Education (DOE) grant requirements by accurately entering and updating daily program data, including attendance, academic records, participant and alumni information, activities, and other required program metrics.
• Ensure data integrity to support the accurate submission of the Annual Performance Report (APR), led by the director.
• Attend and actively engage in ongoing training as it relates to usage of BLUMEN.
• Assist the Director with tracking departmental funds and records in accordance with established guidelines.
• Accurately process and maintain program-related forms and documents, including travel, stipends, expenses, purchasing, membership dues, and participant files/records.
• Create, enter, update, validate, and maintain accurate student records in compliance with applicable federal laws, regulations, and college policies and procedures, with emphasis on participant eligibility and academic performance.
• Ensure records are secured at a high level.
• Maintain confidentiality, privacy, security, and integrity of program files, records, and data as well as personally identifiable information (PII) in accordance with FERPA, HIPAA, applicable laws, regulations, and institutional policies.
• Coordinate and assist with department projects and programs, including but not limited to: study center, TRIO Upward Bound grant, workshop planning (test prep, speakers, etc.), Summer Academy, new participant and parent orientations, excursion planning, and other departmental projects as determined by the Director and/or Program Advisor.
• Serve as the face of the department for all walk-in and phone traffic. Serve as the primary point of contact for the department, professionally managing telephone inquiries and all walk-in visitors, guests, and staff.
• Provide exceptional customer service to students by facilitating access to college resources and services that support academic and personal goals.
• Foster an atmosphere of respect and effective communication among colleagues and with students.
• Understand and appropriately apply relevant policies and procedures at Battle Creek Central High School and Kellogg Community College as they pertain directly to TRIO Upward Bound students.
• Develop and distribute program communications, including newsletters, postal mail, flyers, and other informational materials in collaboration with KCC Marketing and Communications office (when appropriate) to students, parents, guardians, teachers, staff (BCCHS & KCC), external stakeholders, U.S. Department of Education (DOE), and Council for Opportunity in Education (COE).
• Communicate program information, procedures, direction, and processes clearly to students, community members, college employees, and governing bodies.

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.