Academic Affairs Assistant - STEM

Henry Ford College•Mi, MI

6d•Onsite

About The Position

Henry Ford College presents an opportunity for an Academic Affairs Assistant in the School of Science, Technology, Engineering, and Mathematics (STEM). The Academic Affairs Assistant supports the services and functions of the Academic Affairs Unit while fostering a collaborative, team-focused environment. The position models outstanding customer service and uses effective communication skills to provide assistance and accurate information to students, faculty, staff, and community members. This position supports the continuous improvement and implementation of processes and procedures that ensure quality service and compliance with school procedures and college-wide policies. The Academic Affairs Assistant applies appropriate problem-solving and conflict-resolution skills. The Assistant provides clerical and administrative support and assists with special projects and other duties as assigned.

Requirements

An associate degree or higher from a regionally accredited institution or equivalent combination of education and professional experience will also be considered.
At least two years of relevant experience in an administrative role within a busy office setting.
Demonstrated commitment to service excellence.
Working knowledge of computer software: Windows, word processing, spreadsheets, databases, and presentation software.
Strong organizational skills and attention to accuracy and detail.
Effective oral and written communication skills.
Ability to work independently and balance multiple priorities.
Ability to use good judgment in handling student and employee information in a confidential and discreet manner.

Nice To Haves

Experience with Ellucian preferred.

Responsibilities

Maintain room charts and assist with keeping schedules current.
Coordinate room reservations for exams, events, makeup sessions, and meetings.
Communicate with instructors to confirm scheduling needs, availability, and room suitability.
Utilize Coursedog, Self Service, and FASC (Ellucian Hank) for scheduling purposes.
Use Microsoft Office 365 applications, including Teams and Outlook; Excel is highly utilized in this role.
Apply a basic working knowledge of Excel, including creating and maintaining charts, building log entries, and organizing scheduling- or event-related data.
Assist with STEM event planning and coordination, including Robotics events, STEM Family Day, and Discovery Day.
Support events through attendance tracking, form hosting, setup coordination, and volunteer coordination.
Serve as a point of contact for routine event logistics and communication.
Order department and event supplies, as requested.
Assist with adjunct faculty hiring and onboarding processes, including coordinating system access, ID badges, and office keys with IT and Campus Safety.
Prepare and distribute Personnel Action Forms (PAFs) following established procedures.
Maintain faculty tracking systems for keys and room assignments.
Order textbooks through Verba and coordinate bookstore access with Ellucian, as directed.
Review faculty chair submissions to support accurate textbook orders for each section.
Monitor and provide general support for the STEM Center space.
Provide support to student workers, including backup assistance with timecard approvals.
Monitor and respond to general inquiries through the shared STEM email inbox.
Utilize SharePoint for document storage, forms, and information sharing.
Maintain adjunct faculty sign-in sheets for attendance tracking and reporting.
Assist walk-in visitors, answer phones, and respond to routine inquiries.
Provide cross-functional administrative support across STEM departments, as needed.
Perform other duties as assigned within the scope of qualifications and training.