Human Resources

Title: Advising Program Assistant
Classification: C4
Department: Academic Resources & Special Programs

Job Summary: (Short summary of job duties - 1 to 2 sentences)

Provide support to the administrative staff in the EXCEL Program, the Pre-major Advising Program, and the Advising Resources & Special Programs Unit for the planning, coordination, and implementation of projects, events, publications, and services.

Primary Duties & Global Responsibilities:

 

(Must be able to perform these duties; usually consist of more than 5% of your job.)

 

Provide administrative and clerical support for operation of the EXCEL Program, the Pre-major Advising Program, and the Advising Resources & Special Programs Unit including answering telephones, managing calendars and correspondence, maintaining electronic/paper recordkeeping systems and materials, and coordination and implementation of projects and events.

 

Receive information in various forms and determine the appropriate method of processing.

 

Compile and analyze data, prepare standard and requested reports, generate correspondence, presentation materials, spreadsheets, graphics, meeting materials, and other similar items using various computer systems.

 

Disseminate information that may require explanation and interpretation of established university and unit policies and procedures, and direct individuals to sources of additional information.

 

Assist faculty, staff, and students with academic concerns.

 

Review class schedules for incoming freshmen students, who potentially may participate in the EXCEL Program, and compose correspondence for any necessary adjustments.

 

Perform work of a confidential nature for the EXCEL Program, Pre-major Advising Program, and Advising Resources & Special Programs Unit including grade audits for students and financial matters for programs and unit.

 

Coordinate and manage the Ask Owl Blackboard site.

 

Coordinate and manage the Ask Owl email site that responds to questions from current and prospective students, staff, and faculty about all aspects of the university.

 

Develop and manage programs` database systems and assist with units database system.

 

Maintain unit Web sites. This would include assisting with the design, maintaining informational Web pages, and posting/updating online documents.

 

Edit and proofread programs` and unit`s correspondence, reports, and materials for publication.

 

Maintain and analyze set of complex budgetary records (Banner) by performing bookkeeping related duties such as reconciling, monitoring, making and tracking expenditures, preparing statements regarding the status of accounts, and making recommendations as to projected budgets.

 

Make conference/travel arrangements for staff.

 

Coordinate employment search processes.

 

Assist with the training of new AP and COT staff.

 

Supervise student employees and may act as a lead worker to other COT staff.

 

Other related duties as assigned.

   
 

Minimum Required Qualifications:

 

High school graduate.

 

Minimum of four years related experience. Related college coursework may be considered in lieu of some of the experience requirement.

 

Demonstrated experience to successfully work under pressure and meet deadlines.

 

Demonstrated experience to successfully maintain positive interpersonal relationships.

 

Demonstrated experience to successfully operate office equipment.

 

Demonstrated experience to successfully provide quality customer service.

 

Demonstrated experience to successfully maintain satisfactory work performance and attendance records.

 

Demonstrated experience to successfully handle multiple demands efficiently.

 

Demonstrated experience in a supervisory capacity.

 

Possess strong verbal and written communication skills.

 

Demonstrated experience to successfully use various computer software applications.

Demonstrated experience to successfully work independently, organize own work, and coordinate work

activities of others.

Demonstrated experience to successfully handle differing situations and problems in the work routine by

exercising judgment.

Desired Qualifications: (Preferred in addition to required qualifications.)

 

Bachelor`s degree.

 

Higher education work experience.

 

Supervisory experience.

 

Experience with mainframe applications.

   

Supervision Received: (Who provides supervision?)

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence within given general assignments of responsibility

Supervision Exercised: (Whom do you supervise?)

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to other COT staff members for special projects within the department/unit/division. May participate in personnel decisions such as hiring, terminating, disciplining and evaluating of COT`s, but is not the decision maker.

Revised Date: June 2006 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.