Clerical Assistant - Counseling and Academic Advising Services

Clerical Assistant - Counseling and Academic Advising Services

Salary

See Position Description

Location

Campus - To be determined by department, MI

Job Type

Part-Time

Job Number

202301363

Department

Dean of Student Success

Division

Counseling and Academic Advising

Opening Date

10/07/2026

Closing Date

10/21/2026 11:59 PM Eastern

Bargaining Unit

PT

Position Level

4

Salary Range

$16.56-$17.88 hourly or per the Collective Bargaining Agreement. Maximum salary upon new hire is $16.56.

Working Hours and/or Working Conditions

Hours and organization of work week as outlined by the collective bargaining agreement and based on the needs of the department. To be scheduled by the department as needed, but not to exceed 20 hours per week. Times may vary. Monday or Tuesday evening required. Additional hours may be required during peak registration times, and the start of the semester. Current operational hours (determined by the Unit Administrator): Monday and Tuesday 9am - 6pm and Wednesdays, Thursdays and Fridays 8am - 5pm May include evenings and occasional weekend hours. Prolonged seating is required. Some travel may be involved between campuses and off-campus locations for professional meeting activities.

Knowledge, Skills and Abilities

Must deliver exceptional customer service with professionalism, courtesy, and attentive support tailored to individual needs. Responsible for fostering and maintaining a positive, welcoming environment that supports learning and student success. Will provide hands-on assistance to meet student needs and must be comfortable working with diverse populations. Strong written and verbal communication skills, along with the ability to follow detailed procedures, are essential. A high level of accuracy is required. May develop project plans that involve collaboration across multiple departments and may interact with external agencies or individuals outside the college. Will be expected to be proficient in Ellucian Colleague and Microsoft Office 365 Suite, as well as the ability to operate advanced technical equipment. Must be capable of managing time effectively and willing to work collaboratively as part of a team. Effectively represent the interest of the college and 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 Manager, Counseling and Academic Advising at assigned campus but may take direction from either campus manager. May take direction from the Associate Dean of Counseling and Academic Advising or Director Student Access Services & Support Programs. SUPERVISION GIVEN: None. May be requested to assist in training new part-time staff as assigned.

• Description
• Benefits

Job Function

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.

Job Responsibilities

Front Desk and Office Support

• 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.

Technology & Data Management

• 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.

Communication & Collaboration

• 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.

Confidentially & Professionalism

• Maintain confidentiality of student records and information
• Ability to understand and apply FERPA confidentially requirements

Required Training

• Will be trained and expected to become proficient in the following:
• Office procedures and daily operations (phone system, scheduling system, walk-ins)
• Scheduling appointments in different modalities
• Customer service best practices and student interaction protocols
• Computer systems (Ellucian Colleague, Macomb Success Link, SARs, Texting Platform, Phone System, Microsoft Office 365 Suite)
• FERPA and data security
• Departmental policies and resources available to students

Other Duties as assigned

• Perform other duties as assigned to support departmental goals and student success initiatives.

Education

High School Graduate or GED and some additional education including relevant course work and/or formal training.

Qualifications

Two (2) years equated related work experience in a customer service field or a demonstrated ability to perform the duties of the position.

Part-time employees are eligible for some Macomb Community College benefits including retirement with the Michigan Office of Retirement Services, as well as voluntary options for retirement. Part-time employees are also eligible for accrual of PTO and tuition waivers.

To learn more, visit our Bargaining Unit Information page

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

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