Job Function

Independently performs and coordinates a wide variety of duties which require good judgment and making minor operating decisions based on knowledge of College organization, policies, and personnel. A wide range of flexibility is allowed in relieving supervisor of routine business detail.

Job Responsibilities

• Provides support to Career Services for all aspects of the operations.
• Maintains the record keeping system and department files to ensure accuracy and compliance as well as consistency
• Answers main telephone line(s), directs calls appropriately, takes detailed messages when appropriate, and modifies telephone greetings when necessary.
• Coordinates and schedules meetings, records meeting minutes, prints and distributes agendas, coordinates and arranges meeting rooms and food services as needed.
• Handles confidential materials and issues related to but not limited to student records and other sensitive information.
• Process RFALs and related faculty paperwork as assigned
• Will be expected to communicate effectively with others in areas both directly and indirectly related to College and departmental business.
• Will be expected to learn and use Student Information System (Ellucian Colleague) WCE Registration System and Microsoft Office programs, including but not limited to TEAMS, Word, Excel, PowerPoint and Outlook. Will be expected to learn and use other software packages used by the department including SARS, MacombCareerLink (MCL), Macomb Success Link (MSL), intranet, internet, and other programs adopted by the College.
• Obtain administrative signature and submit to Payroll, process faculty RFAL as assigned.
• Coordinates the data collection and data analysis using SARS, Student Information System (Ellucian Colleague) and MacombCareerLink systems
• May require contact with outside agencies in carrying out tasks.
• Due to the nature of the work, must be highly organized, able to work under pressure within tight deadlines.
• Coordinates the development, design, and printing of various departmental and organizational publications
• Provides support for office activities, programs and/or special projects from beginning to end with limited direction and/or supervision; resolves problems or completes activities based on knowledge of College organization, policies and personnel
• Handles major clerical activities related to office procedures and general office management duties.
• Assists Manager, Career Services in ensuring appropriate office coverage by part-time staff; may supervise and train part-time staff
• Monitors budgets and provides monthly status reports
• Assists with special events planning (job fair, advisory committee meetings, etc.)
• Performs clerical activities related to office procedures, including
  • compiling and maintaining reports and records of the activities relating to the office,
  • greeting clients by phone or in person and properly directing students or the public,
  • coordinating student and employer mailings, emails, phone follow-up calls
  • scheduling student appointments for Career Specialists and faculty,
  • creating and tracking work orders, print requisitions, graphic requisitions, photographic requisitions, etc.,
  • preparing check requests for memberships, resource renewals, etc..
  • process Perkins paperwork, gathering all necessary documentation for referral to department approval,
  • receives department mail and distributes throughout the office,
  • ordering and maintaining office supply inventory,
  • maintains record keeping system and department files to ensure accuracy and compliance as well as consistency,
  • composing correspondence,
  • filing, or
  • operating standard office machines.
• Sets operating standards and priorities based on College-wide policies and procedures; may break new ground in developing improvements in procedures
• Will be expected to learn basic information of all Student Services areas and specific Career Services staff roles to provide basic assistance to clients.
• Regularly determines actions to be taken involving complex situations or multiple issues at one time; carries out the work of the area without specific direction including following up on assigned items without reminders from supervisor
• Makes recommendations for improvements of existing procedures and participates in process mapping as appropriate
• Will be expected to adhere to good customer services practices.
• Generally responsible for a number of activities involving coordination of effort between several parties at all levels; may formulate project plans involving several departments
• Will be expected to participate in professional development opportunities to enhance skills.
• May speak for the supervisor in relaying directions or to ascertain required information
• Perform other related duties as assigned.

Qualifications

ASP Assessment Test. Four years related experience