Office Manager - College Police Department

Macomb Community College; Michigan; On-site; USD 50,000 - 70,000; Full time

Job summary

Macomb Community College seeks an experienced administrative supervisor to manage day-to-day office operations for the Public Safety division. You will supervise dispatchers and staff, coordinate recruitment, and support investigations, training, and accreditation efforts.

Proficiency with department systems and security tools is essential. Responsibilities include maintaining records, ensuring policy compliance, and coordinating communication with internal and external partners.

Qualifications

• Five years of related administrative, office operations, public safety, or supervisory experience required.
• Must complete required departmental training and obtain and maintain applicable system authorizations, including LEIN certification Manager.
• Higher education, supervisory, or accreditation/compliance experience preferred.

Responsibilities

• Coordinate daily administrative office operations including reception coverage, calendars, meetings, records, and data input.
• Provide day-to-day supervision and coordination of dispatchers and work-study staff with limited oversight of officers.
• Participate in recruitment processes, panels, and onboarding coordination.
• Provide confidential support for investigations, policy violations, and disciplinary matters.
• Support safety, training, accreditation, and compliance programs and curricula development.
• Maintain and monitor department systems and access controls across multiple platforms.

Skills

Administrative operations

Supervisory experience

Recruitment coordination

Policy compliance

Records management

Communication skills

Tools

Microsoft 365 (Word, Excel, Outlook, Teams)

Ellucian Colleague

LUMENs

LEIN access / training

Infinias / access control systems

NOAA / alerting tools

Job description

Manages and coordinates the department's administrative office functions, provides day-to-day operational supervision of designated personnel, and supports public safety, security, training, investigations, Clery Act compliance, and police accreditation. Independently establishes work priorities, exercises sound judgment and discretion, and recommends improvements to departmental procedures. Provides direct support to the Chief of College Police and Command Officers.

• Coordinate daily administrative office operations including but not limited to reception coverage, department telephone and electronic correspondence, department calendars, meetings, records, data inputting and storage addressing visitors and contractors inquires and request.
• Provide day-to-day supervision and coordination of assigned dispatchers and work-study employees, while providing limited oversight of Public Service Officers specifically related to office operations, administrative assignments, and procedures.
• Participate in employee recruitment, screening, interview panels, candidate assessments, and hiring recommendations; assist with orientation, training coordination, and departmental administrative procedures.
• Provide research, records gathering, data compilation, transcription, and confidential administrative support for authorized internal and external criminal investigations, department policy violations, and disciplinary investigations at the direction of police command.
• Assist with managing departmental safety, security, emergency preparedness, Situational Awareness, and Narcan training programs; research and help develop curricula and instructional materials; create LUMENs offerings, process registration and attendance, reserve rooms using EMS, and maintain instructor tools, supplies, and equipment orders.
• Provide support for Clery Act compliance, including collection and maintenance of information, reporting documentation, coordination of required warnings and notifications with authorized officials, and support for the Annual Security Report.
• Support the departments continued police accreditation, including tracking standards, maintaining supporting records, assisting with policy updates, collecting required data, monitoring deadlines and milestones, supporting annual reports and assessments, and communicating with the accreditation community.
• Manage department operations and procedures for college physical key controls and assist with building and parking access control, including but not limited to inventories, authorizations, issuance, disbursement, returns, and accountability for college-issued property, proximity credentials, and access cards.
• Learn and operate the college's photo identification badging system for employees, students, vendors, and contractors; assist with access control for vendors, contractors, and contracted cleaning personnel and documentation of property returns.
• Manage walk-in requests for police assistance; determine incident nature and response level under established procedures; dispatch appropriate personnel and, when assigned, coordinate information and resources with outside police, fire, and emergency medical services.
• Notify the Chief, Command Officers, and appropriate college officials promptly during emergencies; disseminate authorized alerts using InformaCast and RAVE; understand and relay Clery warnings and NOAA weather alerts, including when direct supervision is unavailable.
• Compile requested reports and information for collective bargaining and other special committees.
• Provide policy, procedure and collective bargaining agreement guidance as requested and assigned.
• Complete Michigan State Police LEIN qualification and required annual testing and security-awareness training; perform authorized vehicle owner, warrant, and possible stolen vehicle inquiries; maintain LEIN access documentation, logbooks, and security controls.
• Manage the college's authorized drivers list and associated processes, including ICHAT criminal history checks for employees and students requiring background screening and state driving-record checks for employees operating college vehicles; maintain associated confidential records.
• Assist with monitoring and maintaining National Time emergency systems; complete training and operate department CCTV/PELCO surveillance systems, TIMS records management and computer-aided dispatch, Infinias electronic access control, and other safety technologies.
• Update and maintain public safety notifications, emergency awareness signage, and digital information displays; assist with property records, lost-and-found intake and authorized disposition, and temporary faculty/staff parking permits.
• Maintain the department budget book, blanket accounts, purchasing documentation, and inventory; coordinate purchasing and warehouse orders for both campuses, requisitions, supplies, graphics and printing, and MasterCard reconciliation.
• Compile and maintain reports and office records; compose routine correspondence; coordinate scheduling and meetings; recommend improvements to recordkeeping and standard operating procedures; support special events and other departmental needs.
• Learn and follow departmental policies and guidelines; become familiar with college personnel and maintain professional communication with students, staff, other departments, law enforcement partners, and outside agencies.
• Learn, maintain proficiency in, and use required departmental and college systems, including Microsoft 365 (Word, Excel, Outlook, Teams), Ellucian Colleague, Business Objects, LUMENs, LEIN, CORE/TIMS, National Time, Infinias, InformaCast, RAVE, PELCO, NOAA, ScheduleAnywhere, PeopleAdmin, PerfectForms, MasterCard reconciliation, D. Stafford/Clery resources, Michigan.gov/MILogin, ICHAT, EMS, Rise Vision, and Staples Advantage.
• Perform other related duties as assigned.

QUALIFICATIONS: Five years of related administrative, office operations, public safety, or supervisory experience required. Must complete required departmental training and obtain and maintain applicable system authorizations, including LEIN certification Manager. Prior public safety, higher education, supervisory, or accreditation/compliance experience preferred.