Monroe County Community College
ADMINISTRATIVE ASSISTANT FOR LIFELONG LEARNING
Monroe County Community College, Monroe, Michigan, United States, 48162
Salary :
$36,524.80 - $38,750.40 Annually
Location :
Monroe, MI
Job Type:
Full-time
Job Number:
2024 - 00135
Department:
Corporate Community Services
Opening Date:
09/23/2024
Position Summary
The Administrative Assistant for Lifelong Learning is the primary or lead administrative support position in the department and provides the full-range of administrative support activities. The Administrative Assistant for Lifelong Learning is responsible for responding to student inquiries about programs and issues, maintaining department files, assisting with the preparation of the semester schedule, and preparing various reports and documents. The Administrative Assistant is entrusted with confidential records and files, correspondence, minutes, contracts and budget documents, as well as other College documents. The Administrative Assistant may assign and/or monitor the work of student assistants.Essential Job Functions
Serves as the Administrative Assistant for Lifelong Learning by providing or overseeing reception services, scheduling appointments, meetings, and travel, maintaining the Director's calendar, preparing and proofreading correspondence, reports, and other documents prepared by the Director, organizing and maintaining paper and electronic filing systems, monitoring due dates for recurring events, initiating recurring administrative processes related to the department's calendar, coordinating projects, and assisting in the completion of reports and questionnaires by researching and gathering required information and preparing reports. Pick up and process all mail for Lifelong Learning division staff. Maintains office organizationHelps the Lifelong Learning division to achieve its mission by coordinating complex processes associated with work specific to the department, such as facilitating and processing documentation for Lifelong Learning division staff; communicating and collaborating with vendors to cancel/renew/resolve issues for the Lifelong Learning division; providing departmental services requiring the use of discretion and performing functions with a high degree of confidentiality.Maintains all administrative files and records for the Lifelong Learning division by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, and assuring effective communication with stakeholders. Creates faculty and vendor contracts and maintains appropriate files and records.Participates in overall operation of the division, serving as an integral member. Assists with development of Lifelong Learning schedules and summer camp brochure and works with the marketing office to distribute the documents.Works with the Director of Lifelong Learning to create courses and classes in Lumen, including assisting with keeping the course data up to date. Also serves as the primary contact for student inquiries for online programs and creates certificates of completion for students as necessary.Maintains an organized calendar of classes and events to ensure all class components are in order for a successful first day of classes, including providing instructors with contracts, class rosters, evaluations and any printed materials.Acts as a liaison between the non-credit faculty and the director, providing assistance as needed such as addressing questions related to class enrollment and payroll information. Also provides assistance for non-credit faculty to access Lumens to view their courses and relative information.Works with the room reservation office to secure rooms for lifelong learning classes, as well as coordinate and communicate equipment and setup needs for lifelong learning classes to the appropriate offices.Responsible for recording grades of lifelong learning classes, including assisting instructors in entering data for their classes and tracking missing grades on a semesterly basis.Manage and communicate relevant information to lifelong learning students such as room changes, schedule changes or reminders related to their upcoming classes.Serves as the communication center of the department by organizing, storing, retrieving, and integrating information for dissemination to administration, staff, and/or students, communicating information from the Director of Lifelong Learning to others, collecting and organizing information requested from others, and making information available to others by mail, email, telephone, and the internet.Assists the Director in the use of Lumen, the non-credit programming management system. Serves as backup to the business division coordinator to support the operation of the Lumen system and is the first point of escalation to resolve Lumen system issues. Effectively monitors quality and completion of work and resolves specific issues, as needed.Assists with preparation of classroom schedules and troubleshoots scheduling issues/problems. Tracks and maintains changes to the division's schedule of classes, including room and instructor assignments.Processes all Lifelong Learning courses, including maintaining the course database, schedule, registration, student records, and processing any applicable fees.Assists students, staff, and the public by answering questions and providing information and materials regarding classes, prerequisites, admissions criteria, registration, and other information related to the division. Accesses, reviews, and manages course section waitlists, as needed.Maintains time entry for student assistant and assures that needed documentation is forwarded to the payroll office.Responsible for providing electronic copies of contracts to the VP of Instruction's Office as well as to the payroll office in a timely manner, recognizing calendar dates and deadlines for submittal.Obtains wage and occupational information for Lifelong Learning certificate programs as requested from the Bureau of Labor Statistics website.Assists with the catering needs for lifelong learning classes including ordering, pick up, set up, and clean up. Organizes, coordinates, plans, and conducts departmental events by securing space, equipment and overseeing the event as it occurs.Assists the Director to varying degrees in maintaining departmental accounts by maintaining records of budget and expenditure information for the division, including checking assorted documents and records for accuracy and reporting any billing errors. Maintain records and receipts for cash and check registrations, including assisting with running the weekly and monthly reports for the business office.Manages and collects student evaluations of lifelong learning classes. Organizes and shares the information with the director, instructors, and also with other areas of the colleges as necessary.Maintains smooth operation of the division office in the absence of the Director.Obtains equipment, services and supplies needed by the department by processing requisitions and payment requests. Receives and manages materials ordered for the division, and maintains purchase files and records. Assists with the ordering, organization and inventory of office supplies.Ensures efficient workflows and optimum business operations by creating a procedures manual of work processes.Participates in appropriate College committees, activities and events.Assists the Workforce Development Administrative Assistant, as needed.Executes responsibilities in accordance with applicable laws and the College's policies and procedures, including the Code of Ethics.Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the Director of Business.Supports the department by performing all other duties as assigned by the Director.
Requirements
Associate's degree in business administration, office management, or related field.Three or more years of experience as an administrative assistant, including customer service.
Supplemental Information
Monroe County Community College
welcomes and embraces individuals' unique perspectives, diverse identities, and cultures. We are dedicated to building a workplace in which employees are respected, valued, and celebrated. We are steadfast in our commitment to cultivating and preserving a culture of inclusion, connectedness, and belonging.
MCCC offers a competitive benefits package to full-time employees and friendly advantages for part-time employees.
To learn more, please visit
01
Do you have an Associate's degree in business administration, office management, or related field?
YesNo
02
Do you have three or more years of experience as an administrative assistant, including customer service?
YesNo
Required Question
$36,524.80 - $38,750.40 Annually
Location :
Monroe, MI
Job Type:
Full-time
Job Number:
2024 - 00135
Department:
Corporate Community Services
Opening Date:
09/23/2024
Position Summary
The Administrative Assistant for Lifelong Learning is the primary or lead administrative support position in the department and provides the full-range of administrative support activities. The Administrative Assistant for Lifelong Learning is responsible for responding to student inquiries about programs and issues, maintaining department files, assisting with the preparation of the semester schedule, and preparing various reports and documents. The Administrative Assistant is entrusted with confidential records and files, correspondence, minutes, contracts and budget documents, as well as other College documents. The Administrative Assistant may assign and/or monitor the work of student assistants.Essential Job Functions
Serves as the Administrative Assistant for Lifelong Learning by providing or overseeing reception services, scheduling appointments, meetings, and travel, maintaining the Director's calendar, preparing and proofreading correspondence, reports, and other documents prepared by the Director, organizing and maintaining paper and electronic filing systems, monitoring due dates for recurring events, initiating recurring administrative processes related to the department's calendar, coordinating projects, and assisting in the completion of reports and questionnaires by researching and gathering required information and preparing reports. Pick up and process all mail for Lifelong Learning division staff. Maintains office organizationHelps the Lifelong Learning division to achieve its mission by coordinating complex processes associated with work specific to the department, such as facilitating and processing documentation for Lifelong Learning division staff; communicating and collaborating with vendors to cancel/renew/resolve issues for the Lifelong Learning division; providing departmental services requiring the use of discretion and performing functions with a high degree of confidentiality.Maintains all administrative files and records for the Lifelong Learning division by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, and assuring effective communication with stakeholders. Creates faculty and vendor contracts and maintains appropriate files and records.Participates in overall operation of the division, serving as an integral member. Assists with development of Lifelong Learning schedules and summer camp brochure and works with the marketing office to distribute the documents.Works with the Director of Lifelong Learning to create courses and classes in Lumen, including assisting with keeping the course data up to date. Also serves as the primary contact for student inquiries for online programs and creates certificates of completion for students as necessary.Maintains an organized calendar of classes and events to ensure all class components are in order for a successful first day of classes, including providing instructors with contracts, class rosters, evaluations and any printed materials.Acts as a liaison between the non-credit faculty and the director, providing assistance as needed such as addressing questions related to class enrollment and payroll information. Also provides assistance for non-credit faculty to access Lumens to view their courses and relative information.Works with the room reservation office to secure rooms for lifelong learning classes, as well as coordinate and communicate equipment and setup needs for lifelong learning classes to the appropriate offices.Responsible for recording grades of lifelong learning classes, including assisting instructors in entering data for their classes and tracking missing grades on a semesterly basis.Manage and communicate relevant information to lifelong learning students such as room changes, schedule changes or reminders related to their upcoming classes.Serves as the communication center of the department by organizing, storing, retrieving, and integrating information for dissemination to administration, staff, and/or students, communicating information from the Director of Lifelong Learning to others, collecting and organizing information requested from others, and making information available to others by mail, email, telephone, and the internet.Assists the Director in the use of Lumen, the non-credit programming management system. Serves as backup to the business division coordinator to support the operation of the Lumen system and is the first point of escalation to resolve Lumen system issues. Effectively monitors quality and completion of work and resolves specific issues, as needed.Assists with preparation of classroom schedules and troubleshoots scheduling issues/problems. Tracks and maintains changes to the division's schedule of classes, including room and instructor assignments.Processes all Lifelong Learning courses, including maintaining the course database, schedule, registration, student records, and processing any applicable fees.Assists students, staff, and the public by answering questions and providing information and materials regarding classes, prerequisites, admissions criteria, registration, and other information related to the division. Accesses, reviews, and manages course section waitlists, as needed.Maintains time entry for student assistant and assures that needed documentation is forwarded to the payroll office.Responsible for providing electronic copies of contracts to the VP of Instruction's Office as well as to the payroll office in a timely manner, recognizing calendar dates and deadlines for submittal.Obtains wage and occupational information for Lifelong Learning certificate programs as requested from the Bureau of Labor Statistics website.Assists with the catering needs for lifelong learning classes including ordering, pick up, set up, and clean up. Organizes, coordinates, plans, and conducts departmental events by securing space, equipment and overseeing the event as it occurs.Assists the Director to varying degrees in maintaining departmental accounts by maintaining records of budget and expenditure information for the division, including checking assorted documents and records for accuracy and reporting any billing errors. Maintain records and receipts for cash and check registrations, including assisting with running the weekly and monthly reports for the business office.Manages and collects student evaluations of lifelong learning classes. Organizes and shares the information with the director, instructors, and also with other areas of the colleges as necessary.Maintains smooth operation of the division office in the absence of the Director.Obtains equipment, services and supplies needed by the department by processing requisitions and payment requests. Receives and manages materials ordered for the division, and maintains purchase files and records. Assists with the ordering, organization and inventory of office supplies.Ensures efficient workflows and optimum business operations by creating a procedures manual of work processes.Participates in appropriate College committees, activities and events.Assists the Workforce Development Administrative Assistant, as needed.Executes responsibilities in accordance with applicable laws and the College's policies and procedures, including the Code of Ethics.Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the Director of Business.Supports the department by performing all other duties as assigned by the Director.
Requirements
Associate's degree in business administration, office management, or related field.Three or more years of experience as an administrative assistant, including customer service.
Supplemental Information
Monroe County Community College
welcomes and embraces individuals' unique perspectives, diverse identities, and cultures. We are dedicated to building a workplace in which employees are respected, valued, and celebrated. We are steadfast in our commitment to cultivating and preserving a culture of inclusion, connectedness, and belonging.
MCCC offers a competitive benefits package to full-time employees and friendly advantages for part-time employees.
To learn more, please visit
01
Do you have an Associate's degree in business administration, office management, or related field?
YesNo
02
Do you have three or more years of experience as an administrative assistant, including customer service?
YesNo
Required Question