Department Assistant, Records Management, TRIO Upward Bound*

Posting Details

Posting Information

External Posting Number 20130692P Position Number SA.DEPTASST.UB.26 Position Title Department Assistant, Records Management, TRIO Upward Bound* Position Type Support Staff 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.

Regular presence is expected for all KCC employees. Any flexible and/or hybrid work schedules are subject for review, approval, and/or change based on the needs of the College.

RESPONSIBILITIES include but are not limited to the following

SEE JOB DUTIES BELOW.

Position Summary

This federally grant-funded, full-time support staff position reports to the TRIO Upward Bound Director. Although this is a Kellogg Community College (KCC) position, the incumbent is assigned to work on-site at Battle Creek Central High School (BCCHS) for approximately 10 months of the year. The incumbent works directly with students in grades 9-12, their parents and families, and BCCHS staff to support the TRIO Upward Bound program. During the summer months, the position temporarily transitions to the KCC campus to support the planning, coordination, and implementation of the TRIO Upward Bound Summer Academy. The incumbent serves as a primary point of contact for students, parents, staff, institutional partners, and other stakeholders. Provides administrative and operational support for the TRIO Upward Bound program through comprehensive recordkeeping, coordination of departmental projects, and planning and implementing program events and activities. Performs day-to-day administrative and office management functions, including processing mail and correspondence, data-entry into the Blumen Online for TRIO (BOT) database, maintaining program records and documentation, monitoring office supplies and inventory, and ensuring the efficient operation of the program office. Communicate regularly with students, parents, staff, institutional partners, community organizations, and other key stakeholders through newsletters, telephone calls, flyers, electronic communications, and other outreach methods. Develops, coordinates, and disseminates program-related materials in accordance with departmental priorities and established procedures, as instructed by the Director.

Demonstrates exceptional attention to detail, organizational skills, and accuracy while effectively communicating and establishing professional relationships with a diverse range of individuals, including high school students, parents and families, secondary school staff and administrators, college faculty, and staff, and other internal and external stakeholders. Requires the ability to communicate professionally and appropriately across varying audiences and settings. Works effectively and collaboratively as a member of a team, contributing to departmental goals, and maintaining positive working relationships with colleagues and stakeholders. Demonstrates sound judgment, professionalism, and composure when responding to unexpected or challenging situations, including student behavioral concerns, while following established policies, procedures, and appropriate escalation protocols. This role also requires a willingness to participate in ongoing training and the ability to travel regularly between BCCHS and KCC.

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, sitting, stooping, bending, 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 three (3+) or more years of relevant experience. If post-secondary education is a factor in meeting minimum qualifications, please ensure unofficial transcripts are uploaded.
• Demonstrated intermediate-level proficiency and competency in utilizing the Microsoft Office 365 software suite (Word, Excel, Outlook, and Teams), database management systems, and web-based applications.
• Demonstrated experience working directly with providing support, guidance, and services to historically underrepresented populations.
• Demonstrated commitment to providing excellent customer service and communication skills, with the ability to effectively interact, establish rapport, and communicate professionally with diverse individuals and stakeholders.
• Demonstrated ability and willingness to independently travel between designated work sites, as required to fulfill the responsibilities and operational needs of the position.

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, 2026-2027 is step one $20.42 to step five $25.26. Internal applicants may refer to Article 22, Section 5B.

Special Instructions to Applicants

To be considered, all required materials must be submitted no later than Monday, October 12, 2026, at 9:00 a.m. EDT, and it is the responsibility of the applicant to ensure all required materials are submitted by the closing date and time. [If post-secondary education is a factor in meeting minimum qualifications, please ensure unofficial transcripts are uploaded.]

If you would like your application reviewed to ensure it is complete and that all required documents have been uploaded correctly, please contact Human Resources at hr@kellogg.edu or 269-565-2074 before the job posting closure date and time. Only online applications will be accepted; paper applications will be returned to the applicant. As part of the interview process, applicants will be asked to complete a skills test. If you have any questions about the online application process, please contact Human Resources using the information above.

Projected Hire Date External Posting Date 09/25/2026 External Closing Date 10/12/2026 External Closing Time 9:00 a.m. EDT Internal Posting Date Internal Closing Date

Job Duties

Essential Function BLUMEN ONLINE FOR TRIO (BOT) DATABASE Description

• Maintain the Blumen Online for TRIO (BOT) database in accordance with U.S. Department of Education (DOE) grant requirements by accurately entering and updating daily program data, including attendance, academic records, participant and alumni information, activities, and other required program metrics.
• Ensure data integrity to support the accurate submission of the Annual Performance Report (APR), led by the director.
• Attend and actively engage in ongoing training as it relates to usage of BLUMEN.

Essential Function RECORD KEEPING Description

• Assist the Director with tracking departmental funds and records in accordance with established guidelines.
• Accurately process and maintain program-related forms and documents, including travel, stipends, expenses, purchasing, membership dues, and participant files/records.
• Create, enter, update, validate, and maintain accurate student records in compliance with applicable federal laws, regulations, and college policies and procedures, with emphasis on participant eligibility and academic performance.
• Ensure records are secured at a high level.
• Maintain confidentiality, privacy, security, and integrity of program files, records, and data as well as personally identifiable information (PII) in accordance with FERPA, HIPAA, applicable laws, regulations, and institutional policies.

Essential Function DEPARTMENT SUPPORT Description

• Coordinate and assist with department projects and programs, including but not limited to: study center, TRIO Upward Bound grant, workshop planning (test prep, speakers, etc.), Summer Academy, new participant and parent orientations, excursion planning, and other departmental projects as determined by the Director and/or Program Advisor.
• Serve as the face of the department for all walk-in and phone traffic. Serve as the primary point of contact for the department, professionally managing telephone inquiries and all walk-in visitors, guests, and staff.
• Provide exceptional customer service to students by facilitating access to college resources and services that support academic and personal goals.
• Foster an atmosphere of respect and effective communication among colleagues and with students.
• Understand and appropriately apply relevant policies and procedures at Battle Creek Central High School and Kellogg Community College as they pertain directly to TRIO Upward Bound students.

Essential Function COMMUNICATION Description

• Develop and distribute program communications, including newsletters, postal mail, flyers, and other informational materials in collaboration with KCC Marketing and Communications office (when appropriate) to students, parents, guardians, teachers, staff (BCCHS & KCC), external stakeholders, U.S. Department of Education (DOE), and Council for Opportunity in Education (COE).
• Communicate program information, procedures, direction, and processes clearly to students, community members, college employees, and governing bodies.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Which statement best describes your education and/or relevant experience? (Education must be from an accredited college or university.)

• No post-secondary education or related experience

• Some post-secondary education but no related experience

• Some post-secondary education and less than one year of related experience

• Some post-secondary education and at least one year of related experience (Please attach unofficial transcripts showing completed coursework otherwise you will be disqualified.)

• No post-secondary education but two or more years of related experience

• Associate degree or higher and at least one year of related experience (Please attach unofficial transcripts showing completed coursework otherwise you will be disqualified.)

• • Briefly describe your experience with student information systems, office technology, MS Office and other related software.

(Open Ended Question)

• • Please describe your experience working with underserved populations.

(Open Ended Question)

• • Describe a time when you have had to provide quality customer service in a difficult situation.

(Open Ended Question)

• • This position requires independent travel between designated work sites based on operational needs. Are you willing and able to meet this requirement?

• Yes

• No

• • How did you hear about this position?

• AcademicCareers.com

• Battle Creek Shopper

• CareerBuilder

• Chronicle of Higher Ed

• Glassdoor

• Hastings Reminder

• Higher Education Recruitment Consortium (HERC) jobs

• HigherEdJobs.com

• Indeed

• Inside Higher Ed

• Internal Source

• KCC Website

• LinkedIn

• Michigan Works

• MITalent.org

• Mlive

• Other (please specify below)

• If other, please specify

(Open Ended Question)

Applicant Documents

Required Documents

• Resume
• Cover Letter

Optional Documents

• Unofficial Transcripts
• Other Document