Administrative Assistant 5

Administrative Assistant 5

Salary

See Position Description

Location

Campus - To be determined by department, MI

Job Type

FT Staff (exclude MCAAP & all instructors)

Job Number

202301197

Department

Enrollment Services

Division

Records & Registration

Opening Date

05/28/2026

Closing Date

6/4/2026 11:59 PM Eastern

Bargaining Unit

ASP

Salary Range

$ 44,686.28 - $ 46,792.36 or as assigned by the collective bargaining agreement

Position Level

5

Working Hours and/or Working Conditions

Work 40 hours per week. The current operation is Monday and Tuesday 9am-6pm and Wednesdays, Thursdays, and Fridays 8am-5pm - determined by the Unit Administrator. May include evenings and occasional weekend hours. Hybrid schedule may be available following probationary period and depending on student needs and program operations. Campus assignment may vary. Some travel between campuses and to office campus locations as required.

Knowledge, Skills and Abilities

Highest level of accuracy required. May handle information regarding guarded access, including but not limited to student records, grade rosters, personnel files, etc. Must be able to deal with multiple tasks at one time. Ability to work collaboratively with other departments of the college to ensure that specific objectives of the Student Services Unit are met.

Supervision

SUPERVISION RECEIVED: Reports to the Director of Records & Registration. Takes daily supervision from the Manager of Records & Registration. SUPERVISION GIVEN: May provide direction to full-time and part-time staff as assigned.

• Description
• Benefits
• Questions

Job Function

Independently performs and coordinates a wide variety of duties which require good judgment and making minor operating decisions on a wide range of existing standard processes and procedures in the Office of Records & Registration

Job Responsibilities

• Provides support to the Director of Records & Registration and the Manager of Records & Registration for all aspects of the operations for which the leadership are responsible
• Will be expected to learn operations and activities of the Office of Records & Registration and of the College, as needed
• Will be expected to use Microsoft Office 365 programs including, but not limited to, Word, Excel, Outlook and TEAMS. Additionally, will be expected to know or learn and use other software packages utilized within the department. On a daily basis, this position uses Ellucian Colleague, Self-service modules, LUMENS, Recruit, and the Microsoft Office 365 programs.

TRANSFER CREDIT:

• Evaluate and process incoming domestic, international, and military transcripts
• Enter and update standard equivalencies in Ellucian Colleague
• Work with Associate Deans on questionable equivalencies to determine appropriate transfer credit
• Process and award transfer credit for Advanced Placement (AP), International Baccalaureate (IB), College-Level Examination Program (CLEP), Dante's, Joint Services Transcripts (JST), credit for prior learning (CPL), and high school articulation agreements, according to established department guidelines
• Participate as a team member on the Transfer Credit Review Team
• Scan and maintain incoming student transcripts according to department guidelines

SELECTIVE ADMISSIONS:

• Will serve as the lead person in the selective admissions process as defined by the Manager of Records & Registration
• Enter selective admissions application into Recruit and Ellucian Colleague, update files daily with incoming documentation
• Review applications to determine what documentation is needed
• Generate letters to students on the status of their files; notify students when file is complete
• Generate statistical reports as directed

RANKING:

• Review files, follow up with students and run appropriate reports to verify accuracy of file status
• Generate emails and/or letters to students as appropriate
• Work with the Manager of Records & Registration, to generate/complete worksheets that will be used for ranking
• Enter and verify accuracy of data for ranking
• Enter student ranking information in Recruit and Ellucian Colleague for each program for which the student applied

GENERAL ADMINISTRATIVE DUTIES:

Must be able to solicit and obtain cooperation of others as well as the ability to manage time and people

• Must have the ability to communicate effectively at a professional level with others in areas both directly and indirectly related to college business.

• Regularly determines actions to be taken involving complex situations or multiple issues at one time; carries out the work of the area without specific direction including following up on assigned items without reminders from supervisor.

• Generally responsible for several activities involving coordination of effort between several parties at all levels; may formulate project plans involving several departments.

• May be responsible for relaying directions or to ascertain required information at the direction of the supervisor.

• Performs administrative activities related to office procedures, including

• Compiling and maintaining reports and records of the activities relating to the Office of Records & Registration.

• Providing front-line counter assistance as directed.

• Answer the ACD line.

• Composing correspondence as directed.

• Scanning correspondence and business documentation ensuring that materials are scanned to the proper folders within the Image Now system. The expectation is that all materials are scanned within three business days of receipt.

• Register students via Student Planning, LUMENS noncredit registration and/or Ellucian Colleague.?

• Operating standard office machines, technology products and other applications used in the office.

• Enter Student Update forms.

• Works with Director of Records & Registration and Manager of Records & Registration in handling student issues.

• Shared responsibility on responding to student inquiries from department shared email accounts.

• Respond to escalated front counter requests as necessary.

• Print official and unofficial transcripts.

• Serve on college wide committees as assigned.

• Performs related duties as assigned.

Qualifications

ASP Level 5 Assessment Test or higher. Four years' related experience. One year of experience may be waived when applicant holds an associate's degree or higher.

Macomb Community College offers a comprehensive benefits package to full-time employees and their eligible dependents including health, dental, vision, and hearing aid coverage, and optional benefits of a health savings and dependent care and/or flexible spending accounts. We also offer full-time employee's options for retirement, deferred compensation plans, life and voluntary insurances, short-term disability, tuition waivers and reimbursement and paid holidays.

To learn more visit our Bargaining Unit Information page

https://www.macomb.edu/human-resources/employment-information/bargaining-unit-information.html

01

Have you taken AND PASSED the Macomb Community College Level 4, 5, or 6 ESkill test? This test must be completed and submitted for your application to be considered.

• Yes
• No - if no, an email will be sent to you after the posting closes with a link to the Level 4 eSkills assessment

02

Are you a current STATUS ASP Level 4, 5, or 6 employee?

• Yes
• No

Required Question

Employer Macomb Community College

Address 16000 Hall Rd

Clinton Township, Michigan, 48038

Phone 586-445-7885

Website https://www.macomb.edu/human-resources/index.html