Academic Affairs Administrative Assistant

Job Summary: 

The Academic Affairs Administrative Assistant will provide organizational skills, office support, and
coordinating efforts to the Department of Academics, and assistance with academic advising during
peak student enrollment periods. The Administrative Assistant will meet academic and professional
qualifications, work with discretion and confidentiality, demonstrate dedication to academic
excellence and student-centered education, and will support the mission and objectives of Bay Mills
Community College.

Essential Duties and Responsibilities:

• Provide administrative and office support for academic programming, which may include, but is
  not limited to: general clerical functions, departmental reporting, research, and data
  management.
• Review and approve all electronic timesheets from all Department of Academics faculty and staff,
  verify leave and work hours, and send them to VP of Academics for review.
• Collect syllabi from each instructor and maintain record system for syllabi for all BMCC courses
  each semester.
• Check and report on weekly attendance reports submitted by all faculty.
• Manage and maintain records and electronic file systems for the Department of Academics,
  which include but is not limited to the following: syllabi; courses and catalogs; articulation
  agreements; academic related grants; and strategic plan and supporting documents.
• Assist with the coordination and provide support to academic related meetings and committees,
  as needed, including, but not limited to: Curriculum Committee, Occupational Programs’
  Advisory Committees, Assessment Committee, etc. Attend and participate in other college
  related committees as directed by supervisor.
• Facilitate communication and training for all personnel in Academic Affairs regarding rules and
  regulations promulgated by the College. Organize and facilitate training of new faculty and
  department chairs on college computer systems, policies, and procedures.
• Support the department and the college with accreditation standard compliance, including, but
  not limited to the Higher Learning Commission accreditation standards.
• Provide supervision for the Department of Academics work-study student.
• Collect all student feedback and evaluation forms. Distribute copies to department chairs and
  report discrepancies to the V.P. of Academics and Director of Distance Learning.
• Organize report of all academic contracts (excludes full-time faculty contracts). Provide report,
  with calculated contract amounts, to the Vice President of Academics and Human Resources.
  Provide assistance to the V.P. of Academic Affairs and the Human Resources Department with
  coordination of functions related to filling vacancies within the department.
• As needed, assist online academic personnel in the development and implementation of course
  management software (CMS) for distance learning courses. Proficiency with the Moodle and
  Empower software programs is required.
• Maintain documentation, prepare and assist with reports and filing of State of Michigan licensing
  for occupational programs, including but not limited to: Construction, Corrections, and
  EMS/Paramedic.
• Provide academic advising to students regarding course registration and program planning, as
  needed.
• Other duties may be assigned by the Vice President of Academic Affairs, the Director of Distance
  Learning, and the college President.

Required Knowledge, Skills, and Abilities:

• Strong written communication and organizational skills.
• Advanced word processing and computer skills necessary, understanding of student
  management computer systems preferred.
• Proven ability to work collaboratively with others is necessary.
• Basic understanding of collegiate academic programs and knowledge or experience in academic
  advising helpful.
• Experience working in a college setting is preferred.
• Knowledge or experience in working with people of diverse backgrounds, abilities, and needs.
• Knowledge or experience in working with Native Americans, educational setting preferred.

Education and Experience:

• The Administrative Assistant must have a documented Associate Degree from an accredited college or
  university in Office or Business Administration or related field.
• Must have experience and/or knowledge of general office management procedures.
• The Administrative Assistant must have at least two years of office administration experience or related field work.
• Must have experience with computer applications such as, Microsoft Office, Word, and Excel, additional experience with computer software
  helpful.
• Experience working in Tribal communities is preferred.

Physical Requirements:

• While performing the duties of this job, the employee is regularly required to sit with occasional
  walking and standing.
• Occasionally the employee must bend, reach above shoulder level, kneel, and push/pull.
• The employee must occasionally lift and/or move up to 25 pounds.
• The employee must use hands for repetitive action such as simple and/or firm grasping.
• Duties are generally performed inside and not exposed to adverse conditions.

To Apply:  

Before the deadline of July 15, 2022 at 4:00 p.m. (EST), interested candidates should, upload the following documents:

1. Letter of interest that addresses how the applicant meets the posted requirements.
2. Current resume or curriculum vitae.
3. Unofficial transcripts for all earned degrees (official transcripts required at time of offer).
   
4. Proof of tribal enrollment, if claiming preference.
5. References:  Provide a list of contact information and nature of professional relationship of at least three professional references.  Alternatively, candidates may upload letter(s) of reference from those contacts. 

In accordance with BMCC Personnel Policy 300.202, BMCC may fill this opening by promoting qualified internal candidates who apply for this position.

The statements above are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required in said position. 

In accordance with the Clery Act, Bay Mills Community College’s Annual Security Report is available at the Receptionist's desk in the Administration Building or the Accounting Department upon request. This document provides critical safety information, such as emergency response and preparedness, crime prevention, crime reporting, and timely warnings. This report also includes crime statistics for the past three years.

 It is the policy of BMCC to provide equal opportunity in employment to all employees and applicants for employment. No person will be discriminated against in employment because of race, religion, color, sex, age, national origin, disability, military status, or any other characteristic protected by applicable federal or state law. However, BMCC Indian Preference in accordance with the spirit of the Indian Preference Act, PL 88-352-Sec. 707 (1) July 2, 1972, may grant first consideration for employment to Indians.