Academic Affairs Administrative Assistant

Job Summary:

The Academic Affairs Administrative Assistant will provide organizational skills, office support, and coordinating efforts to the Department of Academics. The Administrative Assistant will meet academic and professional qualifications, work with discretion and confidentiality, demonstrate dedication to academic excellence and student-centered education, and will support the mission and objectives of Bay Mills Community College.

Essential Duties and Responsibilities:

• Provide administrative and office support for academic programming, which may include, but is not limited to: general clerical functions, departmental reporting, research, and data management.


• Review and approve all electronic timesheets from all Department of Academics faculty and staff, verify leave and work hours, and send them to VP of Academics and respective Academic Deans for review.


• Collect syllabi from each instructor and maintain record system for syllabi for all BMCC courses each semester.


• Check and report on weekly attendance reports submitted by all faculty.


• Manage and maintain records and electronic file systems for the Department of Academics, which may include but is not limited to the following: syllabi; courses and catalogs; articulation agreements; academic related grants; and strategic plan and supporting documents.


• Assist with the coordination and provide support to academic related meetings and committees, as needed, including, but not limited to: Curriculum Committee, Occupational Programs’ Advisory Committees, Assessment Committee, etc. Attend and participate in other college related committees as directed by supervisor. 


• Facilitate communication and training for all personnel in Academic Affairs regarding rules and regulations promulgated by the College. Organize and facilitate training of new faculty and department chairs on college computer systems, policies, and procedures.


• Support the department and the college with accreditation standard compliance, including, but not limited to the Higher Learning Commission accreditation standards.


• Provide supervision for the Department of Academics work-study student.


• Collect all student feedback and evaluation forms. Distribute copies to department chairs and report discrepancies to the V.P. of Academics and Dean of Distance Education.


• Organize report of all academic contracts (excludes full-time faculty contracts). Provide report, with calculated contract amounts, to the Vice President of Academics and the Director of Human Resources.


• Provide assistance to the V.P. of Academic Affairs and the Human Resources Department with coordination of functions related to filling vacancies within the department.


• As needed, assist online academic personnel in the implementation of the learning management system (LMS) for distance learning courses. Proficiency with the Moodle and Empower software programs is required.


• Maintain documentation, prepare and assist with reports and filing of State of Michigan licensing for occupational programs, including but not limited to: Construction, Corrections, and EMS/Paramedic.


• Provide academic advising to students regarding course registration and program planning, as needed.


• Other duties may be assigned by the Vice President of Academic Affairs, the Dean of Distance Education, and the college President.

   Required Knowledge, Skills, and Abilities:

• Advanced word processing and computer skills necessary, understanding of student management computer systems preferred.


• Basic understanding of collegiate academic programs and knowledge or experience in academic advising helpful.


• Demonstrated understanding of and a commitment to the tribal college mission and purpose teaching and learning, high academic standards, and student success.

Education and Experience:

• The Administrative Assistant must have a documented Associate Degree from an accredited college or university in Office or Business Administration or related field.


• Must have at least two years of office administration experience or related field work.


• Must have experience and/or knowledge of general office management procedures.


• Must have experience with computer applications such as, Microsoft Office, Word, and Excel, additional experience with computer software helpful.


• Excellent written communication and organization skills.


• Proven ability to work collaboratively with others, college and departmental committee experience preferred.


• Knowledge or experience working with people of diverse backgrounds, abilities, and needs.


• Knowledge or experience in working with Native Americans, in an educational setting preferred.

Physical Requirements:

• While performing the duties of this job, the employee is regularly required to sit with occasional walking and standing.


• Occasionally the employee must bend, reach above shoulder level, kneel, and push/pull.


• The employee must occasionally lift and/or move up to 25 pounds.


• The employee must use hands for repetitive action such as simple and/or firm grasping.


• Duties are generally performed inside and not exposed to adverse conditions.

To Apply:

Submit Application materials before the deadline of Tuesday, June 17, 2025 by 4:00 p.m. (EST), any interested internal or external candidate should apply by uploading the following documents, here in BambooHR:

1. Letter of interest that addresses how the applicant meets the posted requirements. 


2. Resume or curriculum vitae.


3. Unofficial transcripts for all earned degrees (official transcripts required at time of offer).


4. Proof of tribal enrollment, if claiming preference.


5. A list of contact information and nature of professional relationship of at least three (3) professional references. Candidates may provide letters of reference if preferred.

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required in said position.

In accordance with the Clery Act, Bay Mills Community College’s Annual Security Report is available at the Receptionist's desk in the Administration Building or the Accounting Department upon request. This document provides critical safety information, such as emergency response and preparedness, crime prevention, crime reporting, and timely warnings. This report also includes crime statistics.

It is the policy of BMCC to provide equal opportunity in employment to all employees and applicants for employment. No person will be discriminated against in employment because of race, religion, color, sex, age, national origin, disability, military status, or any other characteristic protected by applicable federal or state law. However, BMCC Indian Preference in accordance with the spirit of the Indian Preference Act, PL 88-352-Sec. 707 (1) July 2, 1972, may grant first consideration for employment to Indians.