Administrative Assistant

Job Function

Performs a wide variety of routine duties that require analyzing facts and making minor operational decisions on a wide range of existing standards, processes, and procedures for the division.

Job Responsibilities

• Serves as a receptionist to the HPS department
• Schedules and organizes meetings, events, rooms, and food services for the apprentice team.
• Stays current on staff and program calendars and schedules
• Responds to verbal and email requests for the HPS and apprentice program information
• Assist students and employers with using the registration system
• Will be expected to learn and to use Colleague, Campus Works, Microsoft Office, Trajecsys, and other applications related to apprenticeships. Will be expected to learn and use other software used in the department as assigned.
• Initiates requisitions and coordinates obtaining approvals and executions of vendor invoices and keeps an accurate record of the invoices.
• Communicate regularly with students, staff, vendors, agencies, and other departments to ensure tasks are completed.
• Meets prescribed timelines without direction or reminders from immediate supervisor; will be expected to work under pressure and within tight deadlines on special projects.
• Make classroom reservations for apprentice team meetings, events, and orientations.
• Maintains an adequate supply of print materials for departmental purposes.
• Maintains office supplies at requested par levels.
• Prepares basic office forms such as Move and Repair Orders, Central Services Requisitions, purchase requisitions, and print shop orders, and maintains and updates electronic departmental forms and documents.
• Must deal appropriately with confidential materials and issues related, but not limited to, personnel, budgets, student files, and sensitive records.
• Processes and directs student problems to the Director.
• Performs clerical activities related to office procedures, including compiling and maintaining reports, correspondence, and student records associated with departmental activities.
• Providing front-line counter and telephone service to students, staff, or the public
• Composing emails
• Files correspondence and business documentation within three business days, ensuring correct placement.
• Operating standard office machines, handling mail, and ordering office supplies
• Maintain accurate records of apprentices, training schedules, and certifications
• Prepare and update departmental documents, handbooks, and onboarding materials
• Manage calendars for training sessions, orientations, and meetings
• Coordinate logistics for apprentice events, workshops, and community outreach
• Handle correspondence with apprentices, training providers, and hiring partners
• Respond to inquiries from candidates, apprentices, and employers via email and phone
• Provide customer service and support to apprentices throughout their training journey
• Liaise with community partners and hiring organizations to facilitate placements
• Assist in marketing and outreach efforts, including email campaigns and event promotion
• Support recruitment efforts by researching events and organizations for outreach
• Help organize apprentice orientations and graduation ceremonies
• Contribute to departmental initiatives and continuous improvement projects
• Collaborate with team members to ensure smooth program operations
• Performs related duties assigned

Education

Associate degree preferred.

Qualifications

4+ years of experience in an administrative assistant or clerical role. Completion of the level 5 Macomb eSkill computer Literacy test preferred.