Administrative Assistant to Dean of Student Affairs & Enrollment Management

The Administrative Assistant plays a vital role in supporting the efficient and effective operation of the Dean’s office.  This position involves diverse administrative responsibilities and requires exceptional organizational skills, attention to detail, and the ability to work in a fast-paced environment.  The Administrative Assistant to the Dean will assist in managing various functions related to student affairs, including enrollment, registration, Dual Credit programs, student activities, housing and athletics. This position works closely with the Administrative Assistant for Student Affairs and other personnel in the department.

All candidates must submit a completed online application at our website: https://www.macc.edu/jobs 

A cover letter, resume/curriculum vitae, transcripts, and any other relevant documents should be uploaded with the application. Review of applications will begin immediately. 

The Administrative Assistant to the Dean must be detail orientated, possess excellent verbal and written communications skills, have excellent organizational skills, as well as the ability to maintain confidentiality.  Computer proficiency in Microsoft Office Suite is required to create complex spreadsheets, documents and databases.   An Associate’s degree is preferred.

Duties and responsibilities include:

1. Prepare and process requisitions for departmental purchases, including Security, Dual Credit and Athletics.
2. Maintain accurate records of expenditures and budgets.
3. Coordinate and prepare information and documents monthly to submit to the President’s Office for the Board of Trustees.
4. Prepare, track and scan Dual Credit Agreements on a yearly basis.
5. Prepare, process and track pay memos, contracts, requisitions and invoices for Dual Credit on a semester basis. Scan Dual Credit documents into etrieve.
6. Prepare enrollment comparisons as needed, and Enrollment Reports each semester.
7. Maintain and update databases for Dual Credit:  Superintendents/Principals and High School Counselors.
8. Maintain and update database for Dual Credit high school instructors and keep track of courses taught and professional development for NACEP reporting.
9. Serve as primary point of contact for inquiries regarding residency. Maintain and update residency spreadsheet and process residency applications. Scan applications and documentation into etrieve.
10. Serve as back up for front desk, answering phones, making advising appointments, and helping students.
11. Serve as back up for the Admissions Specialist for processing applications.
12. Take minutes for team meetings.
13. Assist in the preparation of reports and presentations as needed.
14. Assist in the planning and coordination of student events and activities.
15. Provide logistical support for departmental events and meetings.
16. Help with event promotion and communication.
17. Assist with special projects and initiatives as directed by the Dean.
18. Perform general clerical tasks such as filing, photocopying, and document preparation.