Division Administrative Assistant

Henry Ford College presents an opportunity for a Division Administrative Assistant.

Schedule: M-F 8:00 a.m. - 4:30 p.m. OR 10:00 am - 6:30 pm M-TR, 8:00-4:30 on Friday. Some hybrid work may be available as determined by the department. Schedule changes will be determined and finalized with supervisor at time of hire and may change based on departmental needs and the College’s operations. Some hybrid work may be available as determined by the department. Ability to work weekends and evenings following advanced notification.

This position will provide administrative support to Department of Academic Advising and Student Success and the Department of Enrollment Services. The primary responsibility of this position is to directly triage and manage day to day operations of the offices departments. This includes welcoming and receiving students using the check in process, problem solving student issues and concerns, properly directing students to appropriate resources on campus and providing the highest level of customer service.  The position is responsible for hiring, training, and providing leadership for student employees. Other responsibilities include leveraging technology to compile statistical data, providing support for fiscal and human resources for staff of the department. This may include purchase orders, timecards, payroll, and scheduling.  

• Two or more years of experience working in a fast-paced environment interacting with customers 
• Some college course work, associate degree a plus 
• An engaging and energetic personality in meeting the public both in-person, virtually, over the telephone, and in writing. 
• Ability to resolve conflicts, issues, and complaints in an efficient and calm manner 
• Reliable and dependable
• Ability to work remotely if needed.  

Candidates must demonstrate proficiency in:  

• Student information system (Ellucian Colleague), Microsoft Office 365. 
• Microsoft Office, with emphasis on Word, Excel, PowerPoint.
• Strong written and oral communication skills 
• Knowledge and understanding of the Family Education Rights to Privacy Act (FERPA)  

The most successful candidate will have a career that reflects the following competencies 

Customer Experience - Anticipates and meets the needs of both internal and external customers including students, staff, and the community. Delivers high-quality services; is committed to continuous improvement.  

Written Communication – Writes in a clear, concise, organized, and convincing manner for the intended audience. 

Oral Communication – Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing oral presentations; listens to others, attends to nonverbal cues, and responds appropriately.  

Problem Solving - Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations.  

Planning and Evaluating - Organizes work, sets priorities, and determines resource requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes. 

Teamwork - Encourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals. 

Technical Credibility - Understands and appropriately applies principles, procedures, requirements, regulations, and policies related to specialized expertise.   

Information Assurance – Knowledge of methods and procedures to protect information systems and data by ensuring their availability, authentication, confidentiality, and integrity.  

Problem Solving - Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.  

Additional Unique competencies 

Accountability – Is accountable for measurable, high-quality, timely, and cost-effective results. Determines objectives and sets priorities.  Accepts responsibility for mistakes and seeks to improve. Complies with established control systems and rules for data integrity.  

Communication – Ability to carry out verbal and written directions and to effectively communicate to HFC stakeholders. Understanding and adherence to HFC policies and procedures. 

Partnering - Develops networks and builds alliances; collaborates across boundaries to build strategic relationships and achieve common goals.   

Decisiveness - Makes well-informed, effective, and timely decisions, even when data are limited, or solutions produce suboptimal consequences; perceives the impact and implications of decisions on all college stakeholders. 

External Awareness - Understands and keeps up to date on local, national, and international policies and trends that affect higher education and shape stakeholders' views; and how the College impacts the community.   

Leveraging Diversity - Fosters an inclusive workplace where diversity and individual differences are valued and leveraged to achieve the vision and mission of the organization. 

1. Participating in face to face and virtual (video chat, text messaging, phone calls) interactions with students. 
2. Developing and maintaining a Work Study Student training manual.
3. Leading a team of student employees to provide high level customer service. 
4. Hiring, supervising, and training student employees.
5. Ensuring that new hires have the technology available to effectively complete their duties by securing permissions through the appropriate channels.
6. Maintaining department absence calendars to ensure accuracy of timecard approvals by the manager.
7. Preparing and processing Personnel Action Forms (PAF) paperwork for part time Advisors for extra contractual work as necessary throughout the semester.
8. Maintaining  scheduling systems daily. 
9. Scheduling student appointments daily. 
10. Prioritizing and responding to phone calls and emails daily.
11. Performing administrative duties as requested by Welcome Center Administrators.
12. Ordering and maintain supplies.  
13. Create meeting agendas for staff and circulate 
14. Taking and recording meeting minutes, as needed.  
15. Outbound calls as needed for student follow-up for appointments
16. Monitor appointments and communicate to concierge for daily updates 
17. Prioritizing Front Desk activity.
18. Manage Drop-In Zoom Waiting Rooms.
19. Reschedule student appointments as necessary. 
20. Collaborating with staff on campus to serve students.
21. Assisting with utilization data collections, organization, and reporting as needed.
22. Participating in staff development and trainings.
23. Prepare official College documents for processing such as purchase orders, travel reports, absence forms, facilities reservations, and employee permissions.
24. Serve on committees as appropriate and participate in campus events.
25. Other duties as assigned.

While we have attempted to capture the core functional responsibilities in the role, this position description is not meant to be all inclusive. Therefore, performing additional job- related duties not listed above may be required as assigned.