Clerical Assistant - Counseling and Academic Advising Services

Macomb Community College•Campus - To be determined by department, MI

About The Position

The Clerical Assistant serves as the first point of contact for the Counseling and Academic Advising office, connecting students with staff and/or faculty of the counseling and advising department through scheduled appointments, phone calls, and walk-ins. This role provides exceptional customer service, coordinates appointments, and supports departmental functions to ensure a welcoming and efficient environment for all students.

Requirements

High School Graduate or GED and some additional education including relevant course work and/or formal training.
Two (2) years equated related work experience in a customer service field or a demonstrated ability to perform the duties of the position.

Responsibilities

Provide general clerical support, including welcoming students, guests, and staff, managing data entry, and answering and directing phone calls.
Manage the ACD which is a multi-line telephone system.
Schedule current and prospective student appointments with faculty.
Send reminder phone calls and text messages to students to confirm upcoming appointments.
General knowledge of academic programs and ability to distribute appointments to appropriate faculty, student success team members, or staff.
Maintain office literature racks.
May distribute mail and prepare mailings.
Pick up and deliver items from various departments, as necessary.
Research departmental issues when assigned.
Lock and/or unlock staff office doors as required
Complete office closing procedures including making sure the office is clean and organized and that all lights and kitchen appliances are turned off
May be assigned to work at other locations as needed.
Create/organize client files for counselor appointments.
Access departmental systems – such as Ellucian College, Macomb Success Link (MSL) Microsoft Office Suite and SARS to maintain student records.
Properly enter student information when scheduling student appointments
Review the schedules of Counselors, Advisors, and Student Access Services staff using the SARS anywhere system.
Scan and email accommodation documentation to the Student Access Services email account.
Ability to maintain professionalism while servicing students.
Requires collaboration with faculty and other departments.
Ability to multi-task such as handling phone calls and office visits.
Provide accurate information about campus departments and redirect students when necessary.
Chat with staff members through Microsoft Teams to coordinate student support or appointment arrivals.
Maintain confidentiality of student records and information
Ability to understand and apply FERPA confidentially requirements
Perform other duties as assigned to support departmental goals and student success initiatives.