Department Assistant, Records Management, Upward Bound

Position Title
Department Assistant, Records Management, Upward Bound

Position Type
Full Time

Classification
Pay Grade 12

Department
Upward Bound

Division

Discipline

Work Schedule
This grant-funded, full-time support staff position will work Monday through Friday, 8:00 a.m. to 5:00 p.m. with flexible or extended hours as needed by the department.

This position requires variable locations with full-time presence at Battle Creek Central High School during the traditional academic year and summers primarily on KCC's main campus. There are also times when this position must travel between sites daily.

Position Summary
This grant-funded, full-time support staff position reports to the Director, Upward Bound. This role supports the overall Upward Bound department with record keeping, departmental projects and event planning; serves as the front-line position when interacting with students/parents/stakeholders; and manages day-to-day office operations (mail, paperwork, supplies, etc.). This position maintains the BLUMEN database system required by the Department of Education that stores critical program information as required by the grant (including attendance, grades, social security numbers, contact information, activity tracking, etc.). They communicate regularly through various means (newsletters, phone, fliers, etc.) with key stakeholders as determined by the Director.

Kellogg Community College is located in Battle Creek, Michigan, a community of approximately 54,000 people. Leisure activities, natural resources and learning opportunities provide a foundation for residents. Located along the I-94 interstate, Battle Creek is within 30 minutes of Kalamazoo, 60 minutes of Lansing and Grand Rapids and within three hours of Detroit, Chicago and Indianapolis.

KCC Equity Statement
At Kellogg Community College, we are committed to creating an inclusive environment where we foster respect for others and our differences, support cultural understanding, demonstrate ethical behavior and champion social justice. We will accomplish this by:

Deepening our understanding of diversity, equity and inclusion through learning, engagement with others and personal reflection;
Valuing the lived experiences and perspectives of others while nurturing and understanding the differences between us;
Rejecting all forms of prejudice, discrimination and racism; and
Advancing integrity, justice and civility among and between us.

Physical Demands
The job responsibilities are performed in an office area and presentation venues. Travel by car required. The job has intermittent periods during which continuous physical exertion is required, such as independent mobility between work areas, standing, sitting, stooping, bending, climbing, lifting material or equipment, some of which may be heavy or awkward (8 - 45 pounds). Typically requires regular use of one or more physical senses of medium intensity and long duration. Must meet reasonable deadlines, quotas or demands for accuracy, and may be involved in some mildly unpleasant situations.

Minimum Qualifications

Some post-secondary education from an accredited college or university AND at least one (1+) year of relevant experience; OR two or more (2+) years of relevant experience. At the time of application, attach unofficial transcripts showing successfully completed coursework, if applicable.
Proficiency and competency with software, including Office 365, database management and web applications at an intermediate level.
Experience working directly with underserved populations.
Excellent customer service and communication skills.
Strong organizational skills with emphasis on accuracy and attention to detail.
Ability to maintain regular attendance and on-time reliability.
Ability to work positively and respectfully with a diverse population.

Preferred but not Required

Associate degree from an accredited college or university.
Understanding of Upward Bound programs.
Experience working with Department of Education reporting systems.

Proposed Salary
According to the published support staff salary schedule, Classification Pay Grade 12, 2024-2025 hourly wage range, step one $18.09 to step six $23.92. Internal applicants may refer to Article 22, Section 5C.

Special Instructions to Applicants
To be considered, all required materials must be submitted no later than Monday, November 18, 2024, at 9:00 a.m. EST, and it is the responsibility of the applicant to ensure all required materials are submitted by the closing date and time. Only online applications will be accepted - any paper applications will be rejected and returned to the applicant. As part of the interview process, applicants will be given a skills test. If you have questions regarding our online application process, please call 269 565-2074 or e-mail hr@kellogg.edu.

To apply, visit https://jobs.kellogg.edu/postings/2499

Projected Hire Date

External Posting Date
10/28/2024

External Closing Date
11/18/2024

External Closing Time
9:00 a.m. EST

Internal Posting Date
10/21/2024

Internal Closing Date
10/28/2024

Job Duties

Essential Function: BLUMEN

Description:

Using the accurate records kept on a daily basis, maintain the BLUMEN database system required by the Department of Education (DOE) that stores critical program information as required by the grant. This includes: attendance, grades, social security numbers, current participant and alumni information, and activity tracking of both current participants and alumni. The data entered in this system creates the Annual Performance Report (APR).
Attend and actively engage in ongoing training as it relates to usage of BLUMEN.

Essential Function: RECORD KEEPING

Description:

Assist the Director with the oversight of departmental funds and records ensuring accuracy according to guidelines related to expenditures, including assistance with processing program forms and paperwork (i.e. travel documents, stipends, expense forms, material and supply acquisition, membership dues, participant files, etc.).
Specific duties include: create, enter, update, validate, and maintain records for students, ensuring accuracy and compliance with relevant federal legislation and regulations in accordance with college and department policies and procedures; particular attention is paid to participant eligibility and academic performance.
Ensure records are secured at a high level.

Essential Function: DEPARTMENT SUPPORT

Description:

Core support staff competencies in support for the projects and programs associated with all aspects of the Department, including:
- study center
- Upward Bound grant
- workshop planning (test prep, speakers, etc.)
- new participant and parent orientations, and
- other departmental projects as determined by the Director and/or Education Specialist.
Serve as the face of the department for all walk-in and phone traffic.
Provide quality customer service to students and other internal/external stakeholders, including assisting in the navigation of college resources in order to help students meet their academic and personal goals.

Essential Function: COMMUNICATION

Description:

Provide newsletters, postal mail, fliers, etc. to students and parents, teachers, staff (both BCCHS and KCC), DOE, Council for Opportunity in Education (COE).
Communicate information, direction, and processes with students, community members, college employees, and governing bodies.

Department Assistant, Records Management, Upward Bound - Military Veterans

at HERC- Upper MidWest

Battle Creek, MI