Welcome Center Administrative Assistant (On Site - University Center, MI) Job Listing at Delta College in University Center, MI (Job ID 6622)

Description

The successful candidate must demonstrate experience, skills, and commitment to fostering an environment of belonging, diversity, equity and inclusion in students, faculty and staff.

POSITION SUMMARY:

The Administrative Assistant is a lead Office Professional and integral team member which supports office coordination and strategic enrollment areas for the College within the Welcome Center comprised of Admissions, Dual Enrollment, and Secondary Articulation departments. This position will provide outstanding customer service to both prospective and enrolled students, parents, high school and college partners and the community we serve via phone, email and in-person interactions. Additionally, this position has a high level of technical ability, with a drive to lead problem solving, provide solutions, adherence to follow up, and report feedback to supervisor, to support the Welcome Center by managing and facilitating inquiries as well as office traffic to guide students through the enrollment process and connect them to other resources and services on campus as needed.

Responsibility of secondary contract coordination through organization, tracking and maintenance of our secondary partner Dual Enrollment, Early Middle College, and Articulation agreements, and providing office support to the Welcome Center leadership and staff including related tasks such as composing and tracking of career and technical education secondary articulation agreements, supporting documentation, such as student articulation applications and the renewals, tracking agreement expiration dates, partner contacts, primary communications, adhering to the process, procedures and workflow, and preparing agreements for internal and external signatures. Working closely with the admission representatives and regional CTE high school and career center liaisons, this position will track incoming CTE students through the enrollment process and ensure articulation credits earned are processed and awarded in a timely manner so proper advisement of incoming CTE and EMC students can occur prior to registration.

As part of the Welcome Center team, this position requires a person who is a multitasker, flexible and can handle high volumes of calls and emails and represents the college in a welcoming and exemplary way while maintaining ongoing projects, and meeting deadlines. Coordinate and manage the processing of required steps to assist all students through the admissions process in a prompt manner leading to enrollment requiring the communication and persuasion skills necessary to effectively and frequently resolve issues with students, staff members, or others; recognition and interpretation of non-verbal cues when others are upset or unable to fully articulate their problem; ability to adjust communications to the person(s) being addressed; ability to understand and explain complex ideas verbally or in writing. Performs a variety of complex office support duties related to pressure intensity, and communication assisting with customer-partner relationship management, tracking of partners, assigning contacts to liaison roles, providing vendor/selfservice access, updating webpage content, troubleshooting customer complaints or issues, running reports and monitor office budget and expenses, writing purchase requisitions, auditing course master scheduling, arranging travel, coordinating events, developing and upholding office procedures, reporting and data entry.

This position also works as part of a team to support the Welcome Center's office materials and promotion inventories. Assist Directors with daily office coverage, maintains the office calendar, monitors daily office traffic including but not limited to multiple department multi-phone lines, departmental email inboxes, supervision of daily student employee tasks, training of front desk and student employees, and assists with secondary partner student event requests. This position works closely with the Welcome Center staff and other College departments as necessary, but also works independently, with the ability to prioritize and organize a wide variety of concurrent assignments and projects, meet deadlines some of which may be given on very short notice, exercise independent judgment, discretion, and initiative in performing complex assignments.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

Secondary Contract Coordination:

• Create templates and organize formal agreements between the College and our Secondary school district and career center partners for Dual Enrollment, Early Middle College, and CTE Articulation programs.
• Collect, track data, and assist with ongoing maintenance of secondary partner contracts.
• Schedule and create templates for faculty to review secondary curriculum and track approval process.
• Coordinate and schedule meetings for supervisor as needed to expedite new and/or revised agreements with faculty and external secondary partners.
• Provide support to secondary partners in troubleshooting any issues that may arise.
• Maintain current and accurate listing of secondary Dual, EMC, and CTE liaisons.
• Collaborate with Registrar's office to ensure accurate processing of all incoming college credit earned in high school through formal agreements.
• Develop in collaboration with Supervisor and Registrar workflows to automate and streamline the intake and processing of college credits earned while in high school.
• Track formal agreements to verify with supervisor that they meet the state CTE mandates.
• Compose memoranda to secondary liaisons and distribute final agreements.

Additional Duties/Responsibilities:

• Answers and transfers phone calls, screening when necessary.
• Greet and guide students and guests in ways that support the College's welcoming culture.
• Develops complex filing systems to maintain tracking of multiple projects as the liaison between academic staff and secondary partners.
• Broad knowledge of the college including strategic enrollment-retention initiatives, department policies, procedures, technologies, and operations.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summary reports of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules events, meetings, and appointments for students, partners, and staff.
• Prepares agendas and schedules for meetings, records, and distributes minutes.
• Maintain accurate content on department webpages, assist with outgoing communications, assist Director with promotional materials.
• Assist with tracking of partner scheduling requests, runs reports, and collaborates with academic disciplines and program coordinators to assist with scheduling.
• Maintains inventory and ordering of office supplies, promotional giveaways and gear, promotional print and business cards, and submits facility work order requests.
• Maintains recording budget expenses and timely reporting.
• Performs other related duties as assigned.

Supervisory Responsibilities:

• May provide daily prioritization of the work and/or assist with training of front desk student employees and other office professionals, when appropriate.

• Associate degree required.
• Three to five years of experience in an administrative role.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills, listening and responding appropriately, including proper grammar, and professional tone.
• Exemplary interpersonal and customer service skills.
• Self-Directed and willing to jump in to help students in need.
• Proficiency in various software applications is required, including productivity tools Microsoft Office, Teams, Zoom, and specialized software relevant to the position such as Adobe Creative Suite, CRM tools, Self-Service, Webpage maintenance, Bookings, and Colleague are preferred.
• Ability to work independently and collaborate effectively with team members for a healthy work environment.
• Problem solving, adaptability to learn new technologies, and flexible to changing priorities.
• Strong time-management skills necessary to be punctual, meet deadlines, readjust priorities, and plan their days for productivity.

• Five or more years administrative experience in the field of education
• Colleague experience

Special Instructions

Complete an on-line application and attach a cover letter with position title, resume and copies of transcripts (official transcripts required upon hire) and/or certifications and licenses.Required Documents

1. Resume
2. Cover Letter
3. Transcript 1

Optional Documents

1. Letter of Recommendation 1
2. Letter of Recommendation 2
3. Letter of Recommendation 3
4. Professional Certifications or Licensures
5. Transcript 2

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