Administrative Assistant

Location
Michigan, United States
Salary
Salary Not Specified
Posted
Apr 08, 2021
Employment Level
Administrative
Employment Type
Full Time


Position Details

Position Title Administrative Assistant Pay Grade Level G-12 FLSA Non-Exempt Benefits

Health, dental, vision, life, short-term and long-term disability insurance, flexible spending and dependent care accounts, health savings accounts, Michigan Public School Employees Retirement Systems, TIAA 403(b), generous sick and vacation time, paid holidays, modified summer schedule, YMCA membership, Wellness Program, tuition reimbursement and professional development support.

Department Academic Affairs Campus Location Escanaba Min Salary $17.56 Max Salary $20.66 FTE

1

Full-time/Part-time Full-Time Position Type Staff Job Summary/Basic Function

The Administrative Assistant to the Dean of Business, Technology and Workforce Training provides support, oversight and conducts general problem solving for day-to-day operations of the Dean’s office. This includes support in the areas of special projects, recruitment and informational events, corresponding with students and faculty, and supervising potential office work study positions. This position also provides record keeping and clerical support to the Dean of Arts and Sciences as well as other personnel within academic affairs.

This position requires a diligent, dependable, detail-oriented person knowledgeable of all office functions, including Microsoft Office and Adobe programs, as well as strong critical thinking skills.

Minimum Qualifications

• Associate’s Degree
• 3 years of experience as an administrative assistant
• Demonstrated knowledge and experience with Microsoft Office and Adobe products such as Outlook, Word, PowerPoint, Excel, and Acrobat
• Proficient technology skills with various computer software applications and database management. and willingness to learn new computer systems
• The ability to exercise decision-making skills on an independent basis and accept responsibility for those decisions
• Exceptional prioritization and time management skills
• Demonstrated experience of coordinating and implementing projects
• The ability to work in a fast-paced environment. Some pressure may be expected on the job to meet various job deadlines
• Initiative, good judgment, a high degree of responsibility, with the ability to handle information of a confidential nature
• Strong self-motivation skills for independently establishing effective working relationships with faculty, and staff at all levels of the organization and demonstrated ability to work as a member of a team
• Ability to represent Bay College well with outside organizations and educational partners
• Excellent written and oral communication skills
• Excellent interpersonal skills, especially with diverse groups
• Ability to type at a minimum of 50 wpm

Preferred Qualifications

• Bachelor’s degree
• 5+ years’ experience in office management
• Experience implementing process improvement methods
• Knowledge of and experience with Enterprise Resource Planning ( ERP ) systems

Months Per Year 12 Hours Worked Per Week 40 Work Schedule Typical hours are 8:00 a.m. - 5:00 p.m. with an hour lunch break. Supervision Exercised

This position supervises a work study position, including hiring, training, and overseeing the workload of this individual.

Supervision Received

Works under the general supervision of the Dean of Business, Technology and Workforce Development

Work Environment

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate, but may be loud in areas of equipment operation.
The above statements are intended to describe the general nature and level of work being performed by personnel assigned into this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. Job related functions may be performed with or without accommodations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Travel requirement

May require travel to the West Campus as needed.



Job Duties

Job Duty

Provide administrative support to the Dean and coordinate office activities.

Job Duty

Maintain processes and procedures for distribution of and collection of K-12 Articulation Agreements

Plan, prepare and monitor communication between Articulation Agreement partners and students to support timely transcribing of articulated credits

Job Duty

Assist with office support and administrative tasks to support Workforce Training

Job Duty

Assist with the development of office processes and procedures to support Non-Credit to Credit operations within Bay College.

Job Duty

Monitor course enrollments for successful registration and course offerings.

Responsible for retrieving reports, analyzing data, and monitoring course enrollment to assist Deans with decision making

Job Duty

Responsible for scheduling departmental onboarding/orientation for new hires, i.e. schedule appointments with division chair/faculty/Lead/Dean to ensure completed checklists are returned to human resources.

Job Duty

Plan and manage Business/Technology program events.

Job Duty

Prepare and submit check requests, purchase requisitions, and other appropriate faculty forms.

Job Duty

Collect and process directed study, co-op, and internship applications.

Job Duty

Supervise the office’s work study position, including hiring, training, and managing work study activities.

Job Duty

Assist the faculty with the setup of advisory board meetings as directed.

Attend Advisory Board, Division/Program meetings and take minutes as requested.

Manage and maintain the list of advisory board members in College’s ERP system.

Job Duty

Actively participate in recruitment and public relation events.

Job Duty

Communicate with persons outside of the organization, thereby representing the organization to customers, the public, government, and other external sources This communication can occur in person, in writing, by telephone, or via e-mail.

Job Duty

Provide historical references by developing and utilizing filing systems and by recording meeting discussions. Retain and dispose of electronic and hard copy files per the Records Retention Schedule.

Job Duty

Support the Division Chair positions.

Job Duty

Keep informed of the provisions of labor management agreements and their effects on departmental operations.

Job Duty

Comprehensively manage the student evaluation process as directed.

Collect and maintain syllabi as directed, following established policies and procedures.

Job Duty

Responsible for distributing and collecting faculty instructional agreements, as well as ensuring their accuracy

On a semester basis, determine part-time faculty pay rate and sick time eligibility and send report to HR and Payroll
Record and track faulty leave time (sick, PTO, etc.) and submit timesheets to Payroll.

Responsible for creating/assigning/maintaining faculty mailboxes.

Responsible for monitoring assignment of office spaces at both campuses for faculty.

Monitor faculty weekly attendance reporting and provide follow up to faculty when necessary. Request directed study, internship/co-op and independent study attendance from faculty and report to the records and registration office for multiple disbursement cycle reporting

Job Duty

Contact students to notify them of class cancellations, due to instructor absence, inclement weather, and low enrollment

Job Duty

Responsible for the management of teaching assignment requests process, including the tracking and communication of seniority credits

Job Duty

Keep informed of the provisions of labor management agreements and their effects on departmental operations.

Job Duty

Submit press releases to appropriate Dean for submission

Job Duty

Attend required meetings, in-services, and trainings.

Job Duty

Manage all aspects of Dean’s Office.

Job Duty

Other duties as assigned.


Contact(s)

Beth Berube, Director of Human Resources
Melissa VanBrocklin, HR Specialist

Contact Phone/Extension 906-217-4016 Contact Email hr@baycollege.edu Contact Fax 906-217-1625
Posting Number S009P Posting Date 04/08/2021 Close Date Open Until Filled Yes Special Instructions to Applicants Quick Link for Internal Postings https://careers.baycollege.edu/postings/565 Documents Needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you possess a minimum of an Associate's degree?
    • Yes
    • No
  2. * Do you possess a minimum of three (3) years of experience in an administrative support role?
    • Yes
    • No
  3. * How proficient would you rank your technology skills with various computer software applications and database management?
    • Not proficient
    • Somewhat proficient
    • Proficient
    • Very proficient