"Administrative Assistant - Career Services"

Henry Ford College presents an opportunity for an Administrative Assistant in the Career Services Office.

The Administrative Assistant for the Career Services Office at Henry Ford College provides vital support for both daily operations and long-term departmental initiatives. This role ensures the smooth functioning of the office by overseeing core administrative functions, including office management, student worker onboarding and processing, and the coordination of events and career fairs.

Hours: The generally scheduled workday is from 8:00 AM to 4:30 PM, Monday through Friday. Overtime may be required based on departmental needs and approved in advance.

Required Qualifications:

• Associate Degree in a related field or a combination of an associate degree and related experience required.
• 2-3 years in an administrative role required.
• Strong organizational and time management skills required.
• Excellent written and verbal communication abilities required.
• Proficiency in office software and Career Services Management (CRM) platforms (e.g., Microsoft Office Suite, scheduling tools, Handshake) required.
• Ability to work independently and collaboratively in a fast-paced environment required.

Position-Specific Core Competencies:

• Clerical Skills: Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms. Demonstrated proficiency using Microsoft Office 365.
• Dependability and Reliability: Behaves consistently and predictably; is reliable, responsible and dependable in fulfilling obligations; diligently follows through on commitments and consistently meets deadlines. Demonstrates regular and punctual attendance; rarely is late for meetings or appointments.
• Communication: Ability to carry out verbal and written directions and to effectively communicate to HFC stakeholders. Understanding and adherence to HFC policies and procedures.
• Helping: Pitches in to help support when workload is high; minimizes disruptions and helps others overcome bureaucratic work obstacles; works with leaders in other organizational units to keep work flowing smoothly.
• Flexibility: Is open to change and new information; adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with ambiguity.

Preferred:

• Previous experience in a higher education setting.
• Previous experience working in the field of recruiting, staffing, or human resources.
• Previous experience with event management and logistical coordination of large-scale programs.

Additional Unique Competencies (Departmental & HFC Core Competencies):

• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.
• Customer Service: Works with clients and customers... committed to providing quality products and services.
• Database Management Systems: Knowledge of the uses of database management systems and software to control the organization, storage, retrieval, security, and integrity of data.
• Team Building: Inspires and fosters team commitment, spirit, pride, and trust. Facilitates cooperation and motivates team members to accomplish group goals.

HFC Core Competencies:

• Public Service Motivation - Shows a commitment to serve the public...
• Respect - Demonstrates collaboration and teamwork...
• Passion - Displays enthusiasm for teaching and learning...
• Ingenuity - Is agile, flexible, and responsive...
• Integrity - Upholds high ethical standards...

Essential Duties:

• Provide comprehensive administrative support to the Career Services Office.
• Coordinate scheduling for daily operations, weekly programming, and annual events such as job fairs and employer visits.
• Work directly with the Human Resources Office and various offices on campus to oversee all aspects of student worker hiring and integration.
• Manage the hiring, onboarding, and processing of student workers.
• Assign duties and responsibilities to student workers within the office.
• Maintain organized records and documentation related to office activities.
• Assist with event logistics, including room reservations, materials preparation, and communication.
• Support the Career Services Officer and team with special projects and initiatives such as job fairs, recruitment events, special presentations, guest lecturing, employer panels, and more.
• Use and update a variety of data systems both internal and external to HFC.
• Serve as a point of contact for students, employers, and campus partners; communicate information with students, faculty, staff, employers, alumni, and member of the general public in a professional manner digitally, virtually, in-person, or via telephone.
• Complete all check requests, office supply requests, membership renewals and other budgetary responsibilities as assigned.
• Ensure that the office master calendar stays up to date and accurate.
• Complete other related duties as assigned.