Department Assistant, Records Management, TRIO Upward Bound

Posting Details

Posting Information

External Posting Number 20130676P Position Number SA.DEPTASST.UB.24 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.

RESPONSIBILITIES include but are not limited to the following

See job duties below.

Position Summary

This grant-funded, full-time support staff position reports to the Director, TRIO Upward Bound. While this is a Kellogg Community College position, the incumbent works on-site at Battle Creek Central High School (BCCHS) for approximately 10 months of the year, working directly with high school students in grades 9-12, their parents, and BCCHS staff. During the summer, the role transitions temporarily to the KCC campus to support the Upward Bound Summer Academy.

This position supports the overall TRIO Upward Bound department through record keeping, departmental projects, and event planning, and serves as the front-line point of contact for students, parents, and other stakeholders. Day-to-day responsibilities include managing office operations (mail, paperwork, supplies, etc.) and maintaining the BLUMEN database system required by the U.S. Department of Education, which stores critical program information as required by the grant - including attendance, grades, Social Security numbers, contact information, and activity tracking. The incumbent also communicates regularly with key stakeholders through newsletters, phone calls, fliers, and other means, as directed by the Director.

Success in this role requires outstanding attention to detail and the ability to communicate effectively with a broad range of individuals, from high school students to parents, school staff, and college personnel. Given the sensitive nature of student records maintained in this position, a high level of confidentiality is essential. The incumbent must be a strong contributor in a team environment and be able to appropriately and calmly handle unexpected situations, such as student behavior concerns. This role also requires a willingness to participate in ongoing training and the ability to travel regularly between BCCHS and KCC throughout the calendar year.

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. If post-secondary education is a factor in meeting minimum qualifications, please ensure unofficial transcripts are uploaded.
• 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.
• Ability to independently travel between work sites, as needed.

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 Wednesday, August 19, 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 to be reviewed to ensure completion and all required documents uploaded correctly, please feel free to 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 - 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 email hr@kellogg.edu.

Projected Hire Date External Posting Date 07/29/2026 External Closing Date 08/19/2026 External Closing Time 9:00 a.m. EDT Internal Posting Date 07/21/2026 Internal Closing Date 07/29/2026

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

• TRIO 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.

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.)

• 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 degree conferred.)

• • 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)

• • 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