Student Activities Administrative Assistant

Henry Ford College presents an opportunity for an Administrative Assistant. Â

The Assistant to the Director supports the services and functions provided by the Office of Student Activities while fostering a team-focused environment. Serves as the administrative support person for the Director. Models concepts of outstanding customer service and utilizes effective communications skills in providing assistance and accurate information to students, faculty, staff, and community members. Facilitates and coordinates special projects in support of the department requiring independent judgement and critical analysis. Gathers data, analyzes, and produces reports employed in decision-making at department and college-wide levels. Assists in support of special projects and other duties, as assigned. Employs problem solving and conflict resolution skills appropriately. Assists in the continuous improvement and execution of processes and procedures that ensure quality service and compliance with school procedures and college-wide policies. Contributes productively to team meetings as well as department and/or college-wide committees and work groups.

This position includes a significant amount of customer service, teamwork, and contact with HFC students, staff, and faculty, and the public at large.

Schedule: 40 hours/wk. (8:00 am-4:30 pm) Occasional evening hours to accommodate event coverage.

• A minimum of three (3) years of relevant experience including one of the following:
• Experience working in a post-secondary institution with a Student Activities or student services department.
• Experience working in an environment with a focus on event planning, customer service, and office management.Â
• A minimum of an Associate degree from an accredited institution of higher education, or a combination of education and experience may be considered.Â
  
  

Candidates must demonstrate

• Working knowledge of computer software: Windows with an emphasis on Word, Excel, PowerPoint, Teams, spreadsheets, databases, and Teams.Â
• Ability and desire to provide high-quality customer service to students and the college community (internal and external).
• Ability to communicate effectively both orally and in writing.
• Ability to work effectively with others and in teams.Â
• Possesses strong organizational skills and attention to accuracy and detail.
• Ability to work independently and balance multiple priorities, meet deadlines, and work under pressure.
• Ability to use good judgement in handling student and employee information in a confidential and discreet manner.
• Ability in identifying resources -Â Continually and proactively seeks to identify resources (e.g., software, equipment, training,), both internal and external, that can be useful to the department and assist in work accomplishment.
• Research capability and reporting of results; report writing on a light scale.
• Ability to assess student situations and utilize available resources to assist with student issues.Â
• Willingness to attend club activities when available.
  
  

Duties

The most successful candidate will have a career that reflects the following competencies. Â Additionally, essential duties include but are not limited to:

Customer Service - Works with students, faculty, staff, and guests (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the College, or organizations outside the College) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; Delivers high-quality services; is committed to continuous improvement.

• Serve as the frontline person for the Office of Student Activities.
• Assist student club members and advisors.
• Promptly respond to all inquiries, including from students interested in HFC student clubs, and provide information about activities, programs, and available services.
• Follow up with prospective club members (students who complete Club Interest forms) at various points to assist and encourage them to join a student club or participate in an activity.Â
• Direct students to appropriate campus resources to resolve any uncovered issues or concerns. Â
• Speak to individuals and groups on-campus (in-person and remote utilizing web conferencing technologies such as Microsoft Teams and Zoom.)
• Remain updated on HFC programs, policies, and procedures.Â
• Monitor club room activities, maintain the appearance of space, and organize club room supplies.Â
  
  

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Technology Management - Keeps up to date on technological developments. Makes effective use of technology to achieve results. Ensures access to and security of technology systems.

• Learn and effectively utilize available technology to enhance student club recruitment, participation, and engagement.
• Regularly update the office LED sign with designs and information.
• Produce weekly electronic newsletter.
• Regularly review and update the Office of Student Activities webpage.Â
• Design PowerPoint presentations and slides for campus monitors.Â
• Design fliers and award certificates for office and events.
• Monitor computer equipment and submit work orders for installation and repairs.Â
  
  

Teamwork - Shares knowledge, ideas, and resources with team members in a cooperative and collaborative manner. Strives to fulfill roles and responsibilities within the team while respecting the roles and responsibilities of colleagues. Works with others to achieve goals. Assists with programming efforts. Â

• Assist with the development, coordination, and set-up of Welcome Back Days, voter registration drives, and other activities.Â
• Assist with new student club formation.
• Assist with recruitment of volunteers for club projects and activities.Â
• Assist in the development, execution, and accomplishment of departmental goals and initiatives. Â Â
• Collaborate with campus departments and personnel to enhance the promotion of clubs, activities, and recruitment of club advisors.Â
• Assist with the student handbook.Â
• Assist with the development and conveyance of department and College policies and procedures.Â
• Attend staff meetings when scheduled.Â
• Attend College meetings when possible.
  
  

Social Media (communication and content) - knowledge and ability to post text and graphics/pictures; ability to tag friends and share content; use of hashtags; ability to select appropriate images and crop, if needed. Demonstrates basic knowledge of best times and days to post content.Â

• Regularly post and promote events sponsored by the office and student clubs via social media accounts.
  
  

Communication and Media -Â Knowledge of the production, communication, and dissemination of information and ideas to inform and entertain via written and visual media. Creativity needed. Â

• Take photos of events and activities, and design and maintain promotional showcase.Â
• Assist with the marketing and promotion of office and student club-sponsored events, and activities.
  
  

Clerical - Knowledge of filing, typing, entering data, maintaining records, and using and completing forms.Â

• Coordinate the scheduling of event and activities requests (reservations).
• Compose and email various letters/messages addressed to club members and advisors.
• Update and maintain accurate records and files (contact lists, activities lists, student officers list, advisors list, calendar, and other lists.)Â
• Coordinate club mailboxes and office bulletin boards.Â
• Compile email/mailing lists.
• Maintain inventory of supplies and order office supplies as needed.Â
• Answer phones, sort postal mail, request flyer copies and other printed materials, scan documents, duplicate materials, file, and maintain records.
• Performs other duties as assigned.
  
  

Additional Unique Competencies

• Interpersonal Skills - Treats students, staff, faculty, and the community with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of students in different situations.
• Initiative - Completes tasks independently; Demonstrates good judgment knowing when insight or assistance should be offered to staff members.Â
• Dependability and Reliability - Behaves consistently and predictably; is reliable, responsible, and dependable in fulfilling obligations; diligently follows through on commitments and consistently meets deadlines. Demonstrates regular and punctual attendance.Â
• Communication - Listens with empathy and without judgment, holding their peers and students in unconditional high regard. Uses communication styles and skills to improve understanding and adapts the style and tone of communication to suit the listener and the situation.Â
• Flexibility & Adaptability - Open to change, new ideas, new information, new processes, and adjusts plans and behaviors to better suit a given situation. Open-minded and compromise when needed.
  
  

Summary Of Essential Duties

• 40%Â Â Serves as the administrative support person for the Office of Student Activities.
• 20%Â Â Models concepts of outstanding customer service and utilize effective communication skills in providing assistance and accurate information to students, faculty, staff, and community members.Â
• 20%Â Â Supports the services and functions provided by the Office of Student Activities while fostering a team-focused environment. Employs problem solving and conflict resolution skills appropriately.
• 10%Â Â Facilitates and coordinates special projects in support of the department requiring independent judgement and critical analysis. Â Gathers data, analyzes, and produces reports employed in decision-making at department and college-wide levels. Â Assists in support of projects and other duties, as assigned.
• 10%Â Â Assists in the continuous improvement and execution of processes and procedures that ensure quality service and compliance with school procedures and college-wide policies.
  
  

While we have attempted to capture the core functional responsibilities in the role, the statements contained in this job announcement reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Therefore, performing additional job-related duties not listed above may be required as assigned. For applicants viewing this ad from an external site, please go to hfcc.edu/jobs to apply.

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PHYSICAL DEMANDS

Physical Demands

Not Applicable

Occasionally

<33%/day

Frequently

34-66%/day

Constantly: >66%/day

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