"Division Assistant - Academic Advising"

Henry Ford College presents an opportunity for a Division Assistant - Academic Advising.

This position will provide administrative support to the Department of Academic Advising. The primary responsibility of this position is to directly triage and manage day-to-day operations of the Department. This includes welcoming and receiving students using the check-in process, problem solving student issues and concerns, properly directing students to appropriate resources on campus, and providing the highest level of customer service. The position is responsible for training and providing leadership for front-desk student employees. Other responsibilities include leveraging technology to compile statistical data and providing support for department staff. This may include purchase orders and scheduling.

Hours: The generally scheduled workday is from 8:30 AM to 5:00 PM, Monday through Friday. Overtime may be required based on departmental needs and approved in advance.

The most successful candidate will have a career that reflects the following competencies and qualifications. However, education, experience, and training that demonstrates proficiency and the ability to perform the essential duties will be evaluated for equivalency to the education, competencies, and experience qualifications listed below.

• Associates degree from a regionally accredited institution required. Relevant knowledge and skills may be gained through a combination of formal education, training and related experience.
• At least two (2) years of experience working in a fast-paced environment interacting with customers.

Position-Specific Core Competencies:

• Customer Experience - Anticipates and meets the needs of both internal and external customers including students, staff, and the community. Delivers high quality services; is committed to continuous improvement.
• Problem Solving - Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations.
• Written Communication - Writes in a clear, concise, organized, and convincing manner for the intended audience.
• Oral Communication - Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); listens to others, attends to nonverbal cues, and responds appropriately.
• Teamwork - Encourages and facilitates cooperation, pride, trust, and group identify; fosters commitment and team spirit; works with others to achieve goals.
• Accountability - Is accountable for measurable, high-quality, timely, and cost effective results. Determines objectives and sets priorities. Accepts responsibility for mistakes and seeks to improve. Complies with established control systems and rules for data integrity.
• Partnering - Develops networks and builds alliances; collaborates across boundaries to build strategic relationships and achieve common goals.
• Inclusion - Fosters an inclusive workplace where individual differences are valued and leveraged to achieve the vision and mission of the organization.

The most successful candidate will have a career that might include the following:

• An engaging and energetic personality when meeting the public in-person, virtually, over the telephone, and in writing.
• Ability to resolve conflicts, issues, and complaints in an efficient and calm manner.
• Proficiency in Microsoft Office 365, with an emphasis on Word, Excel, PowerPoint, and Teams.
• Knowledge and understanding of the Family Education Rights to Privacy Act (FERPA).
• Strong written and oral communication skills.
• Reliable and dependable.

Additional Unique Competencies (Departmental & HFC Core Competencies):

• Advising & Problem Solving -Identifies and responds to student needs by applying sound advising practices and effective problem-solving strategies. Uses professional judgment to guide students, anticipates challenges, and contributes to continuous improvement in advising services.
• Student-Centered Support -Provides high-quality, timely advising through proactive outreach, specialized programs, and the application of student development theory. Uses data to drive student success initiatives and demonstrates a strong commitment to continuous improvement and student engagement.

All positions at Henry Ford College are also expected to demonstrate the following HFC Core Competencies:

• Public Service Motivation - Shows a commitment to serve the public. Ensures that actions meet public needs; aligns organizational objectives and practices with public interests.
• Respect - Demonstrates collaboration and teamwork; values diversity and inclusiveness; practices transparency; shows compassion and empathy; and remains engaged and committed to shared goals.
• Passion - Displays enthusiasm for teaching and learning; seeks diverse perspectives and ideas; creates a student-centered environment; and pursues excellence in all that we do.
• Ingenuity - Is agile, flexible, and responsive; pursues discovery and innovation; uses data and evidence to guide decisions; and continuously reimagines the future.
• Integrity - Upholds high ethical standards; maintains trust; and recognizes the impact of one's actions on the institution and community.

Duties:

• Serves as a first point of contact for students receiving Advising services, triaging students as appropriate.
• Prioritizes and responds to phone calls and emails daily. Participates in face-to-face and virtual (video chat, text messaging, phone calls) interactions with students.
• Schedules student appointments daily and conducting outbound calls as needed to remind students of appointments.
• Performs administrative duties as requested by the Assistant Director and Director, including but not limited to maintaining the advisor scheduling system, creating and circulating meeting agendas, recording meeting minutes, and ordering/maintaining department supplies.
• Provide guidance and training to front-desk student employees to ensure high levels of customer service.
• Maintains a Work Study Student training manual.
• Maintains department absence calendars to ensure accuracy of timecard approvals by the Director.
• Collaborates with staff on campus to serve students.
• Assists with utilization data collections, organization, and reporting as needed.
• Prepares official College documents for processing such as purchase orders, travel reports, absence forms, facilities reservations, and employee permissions.
• Participates in staff development, trainings, and appropriate committees, and supports campus events as needed.
• Performs other duties as assigned within the scope of qualifications and/or training.