Admin Assistant - Academics, Enrollment & Student Affairs

The Student

The most important person at MTC

Without students, there would be no need for our positions.

.not a cold enrollment statistic,

But a flesh and blood human being with feelings and emotions like our own.

not someone to be tolerated so we can do our thing.

The student is our thing.

Part time, 29 hours per week may include some evening and weekend hours.

Position Summary

Under general supervision, provide superb customer relations and administrative support that enables assigned departments to achieve their goals and advance of the mission of Marion Technical College (the "College").

Essential Job Duties, Functions and Responsibilities

1. Respond to inquiries from students, College employees and customers, while maintaining standards of confidentiality and privacy, in a timely manner; maintain confidentiality in accordance with the College, FERPA, student records, and any other protected documentation.
2. Provide administrative support to assigned departments and their programs, faculty, community faculty, and students, including receptionist functions. Maintain an organized and professional department reception area. Receive and direct incoming phone calls, greet and direct visitors and students, and respond to general questions. Maintain and update appointment schedules.
3. Provide administrative support to the Associate Vice President of Enrollment Services and the Associate Vice President of Student Success.
4. Respond to faculty, staff, and student inquiries regarding policies, procedures, advising, and student records. Organize, retrieve, and process mail, and other communications that aid the department Dean(s) and faculty.
5. Provide assistance to develop and fulfill the College and the department's mission, including all academic programming, new program development, communication with constituencies, enrollment management, evaluation and assessment of student learning, academic support services, curriculum development and program evaluation, courses and curricula.
6. Serve as a liaison between the department faculty, students, and other College administrative staff. Handle unanticipated discretionary matters in a judicious and as necessary, confidential manner. Develop thorough understanding of the certificate and degree programs and the registration and record-keeping processes and procedures.
7. In coordination with the AA to the CAO, coordinate faculty textbooks. Work with assigned AA to the CAO, associate deans and directors to schedule classes to generate a working semester schedule and meet requested deadlines.
8. Coordinate and administer routine and special projects, including high volume of electronic communications, meetings, virtual inquiries, and other tasks as assigned by the AA to the CAO. Prepare materials and correspondence of routine and confidential natures, as directed by the AA to the CAO
9. Assist with marketing/promotion of departmental courses, brochures, flyers and special events, and participate in occasional special events, in coordination with the Admissions and Marketing departments.
10. Assist with completion of purchase requests and order supplies; maintain area copier / printer.
11. Maintain user proficiency for software programs, systems, and databases used by the College. Maintain records and databases for academic policies and procedures for the AVPs, faculty, staff, and students.
12. In collaboration with the AA to the CAO, establish and maintain an organized, comprehensive record-keeping system to process all departmental reports required for external and internal purposes, including budgets, academic programs, courses, publications, websites, credit-by-exam, accreditors, human resources, etc., and student advising records and files, academic information systems for meetings, and correspondence. Coordinate departmental and College meetings; transcribe meeting minutes.
13. Develop professional opportunities within the scope of work responsibilities, department, and College objectives. Demonstrate self-motivation and be willing to research and continually update knowledge and skills, as well as provide input and accept additional and changing work responsibilities.
14. Attend on- or off-campus College meetings and serve on internal and external committees, as assigned. Adhere and monitor safety practices, rules, and other regulations within the College, high schools, and other locations.
15. Other related duties as assigned by the AA to the CAO, including direct support of assigned departments.
16. Integrate and apply Guided Pathways principles within all job functions and responsibilities.

Qualifications

Associate's degree from a regionally accredited college or university required, bachelor degree preferred. Three to five years of general office and strong customer service experience required. Proficiency in Microsoft Office programs (Word, Excel, PowerPoint, and Outlook) with excellent computer and related technology skills required. Demonstrate the ability to work independently and complete projects with minimal direction and oversight. Previous experience in higher education highly desired. Willingness to work an irregular schedule as assigned. Ability to successfully pass an FBI/BCI and other background checks, prior to and after employment. Valid driver's license or dependable transportation required.

ADA Specifications

This position is classified as Staff and will perform a wide range of professional and administrative support functions for the college, primarily in an office setting. Further information may be obtained from the Office of Human Resources.

Disclaimer

Any other duties deemed appropriate may be assigned - The duties and responsibilities defined above are not an all-inclusive list, but a general summary of typical duties. Individuals in this position may be asked to perform a wide range of related tasks, within the scope of their education or certification, to ensure that the highest level of educational services are provided. We all share the responsibility of doing whatever is required to make Marion Technical College a great place to be - for an education and for a career.

Application Information

Submit a cover letter, resume/vita, and three professional references for the position; a single PDF file with all required application materials is preferred in the "attach/upload resume section" of the application.

Marion Technical College is an equal-opportunity employer.