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Office Manager - Technical Division




Category

Salaried Staff

Job Location

2600 Aero-Park Drive, Traverse City, MI

Tracking Code

1321-443

Position Type

Full-Time/Regular

Northwestern Michigan College

General Information

Job Title: Office Manager- Technical Division
Supervisor:
Director of the Technical Division
Department: Technical Academic Area
Prepared Date: 03/29/2021
Location: Parsons­Stulen Building (Aero Park Campus)
FLSA Status:
Exempt
Salary:
$46,427.00
Anticipated Start Date:
May 17, 2021

Benefits:
Excellent benefits package, including medical, dental, paid sick leave, and tuition benefit. For more details about benefits, go to https://www.nmc.edu/hr/ and click on Salaries and Benefits, or request a copy from the Office of Human Resources. 

 

Position Summary

This position is directly responsible for managing a wide range of complex, confidential and operational duties for the Academic Area.

Qualifications

Required: 

  • Associate degree
  • Experience and skills in database (Banner® preferred)
  • Minimum of two years’ office experience
  • Minimum of two years’ customer service experience
  • Ability to work remotely with reliable internet 
  • Work on-site and wear appropriate Personal Protective Equipment PPE while on-campus

Preferred: 

  • Bachelor's degree
  • Experience in business computer information systems or any technical related field.
  • Computer skills. Calendaring, GoogleDocs, Excel, Word, etc. (GSuite preferred)
  • Preferred Experience: Between 5 and 10 years
  • Understanding of higher education
  • Academic advising or student coaching experiencing 

 

Essential Responsibilities

(Critical) Serves as center of information for academic area, faculty, students, the college community and the public.

Responds promptly to all inquiries using initiative and independent judgment with knowledge of college procedures and guidelines.

Supports program accreditation and development (i.e., HLC submissions, early college, Perkins, articulation agreements).

(Critical) Carries out supervisory responsibilities in accordance with NMC's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding, recognizing employees; addressing performance problems or gaps.

(Critical) Manages adjunct, faculty, staff, supplemental and student employee employment arrangements or procedures. Generates full time overload and adjunct teaching contracts. Processes additional pay forms.

(Critical) Prepares annual budget projections for the academic area including: E&G, documentation and forms for capital requests, Adjunct/Overload, Human Resources position report, and faculty load report. Manages, monitors and process budget related requests for all area accounts.

(Critical) Assists students in registering and academic advising for classes. Facilitates area representation during student orientation sessions. Works closely with Counselors, Advisors, Records and Registration during registration and retention processes.

(Critical) Manage academic schedule, catalog, course outlines, syllabi, assessment materials, textbook requisition, course transfer information and general education outcome information. Monitors class times/dates, room schedules and classroom equipment/media needs.

(Critical) Assists with travel arrangements for faculty and staff including conference registrations and travel forms. (Critical) Coordinates, attends, records and disseminate minutes from Academic Area & Advisory Committee meetings.

(Critical) Additional department specific duties:

Processes documents related to graduation, student issues and certifications required for the area programs

Manages portions of the admissions process in conjunction with the program director.

­Tracks students' academic information including data related to new admissions, attrition, student records, test, and other items as assigned by program.

Participate in Technical Area outreach such as departmental events/trainings/admission inquires/etc.

­Collaborates with Public Relations and Marketing in developing promotional materials for Tech students and their parents, including brochures/view books, updated application materials and program specific communications.

(Very Important) Coordinates the student scholarship selection process.

Foundational Competencies

ETHICAL BEHAVIOR AND INTEGRITY Displays honesty, trustworthiness, and ethical behavior. Earns respect. Behaves in a straightforward manner with others with no hidden agendas. Builds trust and credibility through reliability and authenticity. Leads by example; words and actions are consistently aligned.

COMMITMENT TO LIFELONG LEARNING Actively pursues learning and development. Stays current in content area, acquiring and refining technical and professional skills.

COMMITMENT TO QUALITY SERVICE, RESPONSIBLE STEWARDSHIP, CONTINUOUS IMPROVEMENT Displays a commitment

to excellence and to providing quality service to learners, co­workers, or others they serve. Consistently seeks feedback and looks for ways to improve service, promote quality, and make effective use of college resources.

CREATING/CONTRIBUTING TO A CULTURE OF INNOVATION and THOUGHTFUL RISK­TAKING Creates/contributes to an environment of safety and trust. Seeks to solve problems rather than affix blame. Willing to experiment and learn.

AGILITY/ ADAPTABILITY/ TOLERANCE FOR AMBIGUITY Easily adjusts to organizational and environmental changes; adapts responses and tactics to shifting or evolving situations; deals effectively with ambiguity and uncertainty.

VALUING ALL PEOPLE Genuinely interested in others. Shows concern and empathy for others. Shows patience, understanding, and acceptance of people with varied backgrounds and perspectives. Treats learners, co­workers, and direct reports respectfully and fairly.

COLLABORATION/TEAMWORK Actively and enthusiastically works with others to achieve a shared common goal. Gives credit and recognition to those who have contributed. Shares information and own expertise with others to enable them to accomplish group goals. Creates a sense of belonging in the team, a culture of inclusion. Collaborates across boundaries. Looks at problem solving at the institutional level (not just in own area or department). Open to sharing resources, working with other departments and organizations.

ACCOUNTABILITY/PERSONAL RESPONSIBILITY Meets commitments and keeps promises; gets things done. Acknowledges and learns from mistakes. Holds self and others accountable. Takes responsibility for achieving goals.

 

General Competencies

Building Effective Relationships Competency Source: Internal Importance: Critical

Relates well with all kinds of people in a variety of situations. Develops and maintains effective communication and relationships. Demonstrates understanding, friendliness, courtesy, tact, and empathy to others. Is approachable; makes time for others. Is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.

Level 3 Proficient: Excellent interpersonal skills; understands how he/she is perceived by others; reads a social situation and responds appropriately; adjusts own behavior in response to others' non­verbal cues; understands why people and groups behave the way they do; gives constructive feedback in a way that produces positive change rather than resentment or anger; provides direct, specific feedback respectfully and in a timely manner.

Communications / Active Listening Competency Source: Internal Importance: Critical

Has good sense of who needs to know what and keeps others informed. Level 3 Proficient: Accurately hears implied as well as expressed

Communicates in a clear, concise, organized, and compelling manner. Gives others their full attention; listens without interrupting. Seeks to understand others' points of view. Interprets both the words spoken and the non­verbal cues used by others messages; accurately interprets non­verbal cues; communicates more complex information effectively; adjusts vocabulary and approach to improve understanding; speaks and/or writes in a well­organized, clear, and concise manner.

Global Awareness / Internationally Skilled

Competency Source: Internal

Importance: Very Important

Understands the complexities and interdependency of world events and Level 1: Demonstrates sensitivity and respect for cultural differences. issues. Understands one's own culture and history in relationship to others. Is open to new opportunities, ideas and ways of thinking. Is self­ aware about identity and culture; demonstrates sensitivity and respect for differences.

Strategic Understanding / Leadership Competency Source: Internal Importance: Very Important

Explains how their role supports NMC's mission and vision.

Level 1 Basic: Understands the mission and vision of the organization

Recognizes opportunities to help the organization accomplish its goals and works to implement this within the context of individual role and considers a broad range of internal and external factors in establishing goals and priorities. Consistently ensures a fit between individual or group actions and the organizational mission/strategy.

Functional Competencies

Importance: Critical

Keeps schedules and reports in an easily accessible manner; prioritizes effectively; follows appropriate processes and procedures for documentation and work flow.

Courage (Generic) Competency Source: Internal Importance: Critical

Deals in a straightforward manner with difficult issues; addresses them before they become major problems. A strong voice, candid but tactful, diplomatic. Will speak up, stand alone, if necessary. Will challenge the status quo when change is needed (e.g. policy changes to better serve learner or co­workers.) Takes tough, principled stands even if they are unpopular. Has the courage to make decisions that may not be immediately understood; makes hard decisions even when unpopular.

Customer Service Focus (Generic) Competency Source: Internal Importance: Critical

Is positive and professional in appearance and demeanor. Personifies role model as a service provider. Responds to customer needs with respect and courtesy. Respects diverse groups. Takes ownership of customer concerns or problems. Offers sincere apologies and makes genuine attempts to fix problems. Quickly resolves customer service problems to the extent of employee's authority. Is a creative solution finder. Confidentiality is kept. Patiently and effectively deals with angry customers. Looks at things from the perspective of the learner/customer. Confronts negative attitudes of co­workers.

Diplomacy (Administration) Competency Source: HRToolbench Importance: Critical

Demonstrates tact; balances customer and company needs and expectations; recognizes the impact of your actions on others; uses interpersonal skills effectively in potentially difficult situations; advocates effectively for the company.

Level 4 Proficient +: Somewhat greater than Proficient: Organizes reporting documents and schedules to ensure optimum results; integrates deliverables for customers, managers, and others; self­ disciplined and methodical in approach to work; responds to distractions without losing focus.

Level 3 Proficient: Expresses informed positions with confidence; asserts ideas and viewpoints confidently; avoids unnecessary delays in making decision; shows a bias toward action; does not waver unless new, compelling information emerges; knows when to ask for help or additional input; not afraid to seek feedback; addresses difficult issues in a timely manner; doesn't allow problems to fester.

 Level 4 Proficient +: Somewhat greater than Proficient: Addresses challenging customer service issues effectively; enlists the help of others to develop creative solutions to non­routine problems.

Level 3 Proficient: Uses tact and interpersonal skills to influence others in a positive manner; facilitates and mediates internal conflicts; advocates effectively for the company.

Financial Management (Leadership / Management)

Competency Source: HRToolbench

Importance: Critical

Plans justify and prepare the budget for programs or projects; accounts for and monitors funds and expenditures to ensure cost­ effective programs and projects; assesses the financial condition of the organization.

Level 3 Proficient: Plans, justifies, and prepares the consolidated budget for multiple programs or projects; accounts for and monitors funds and expenditures to ensure cost­effective support of programs and projects; assesses the financial condition of the programs or projects.

Knowledge of Company Policies and Procedures (Administration) Proficient

Competency Source: HRToolbench

Importance: Critical

Knows and understands policies and procedures relating to the company, its operations, and its resources and procedures; applies specific policies and procedures appropriately and effectively; uses information efficiently.

Managing Multiple Priorities (Generic) Competency Source: HRToolbench Importance: Critical

Effectively handles conflicting priorities and demands; quickly and accurately shifts attention between two or more competing tasks or sources of information.

Responsiveness (Administration) Competency Source: HRToolbench Importance: Critical

Willing to act quickly and efficiently on requests for information or support; prioritizes effectively to respond to critical request.

Self­management (Generic) Competency Source: HRToolbench Importance: Critical

Level 3 Proficient: Uses in­depth knowledge of company policies and procedures to complete transactions such as time sheets, travel arrangements, or expense processing; keeps current on policy issues.

Level 5 Advanced: Rapidly shifts attention from one complex issue to another in response to problems and unexpected interruptions; performs two or more non­routine tasks at the same time; manages effectively two or more significant projects or tasks.

Level 3 Proficient: Enthusiastically engages with the team or others on information requests; responds with appropriate sense of urgency.

Sets well­defined and realistic personal goals. Displays initiative, effort, Level 2 Basic +: Somewhat greater than Basic: Puts in work effort and commitment towards completing assignments in a timely manner. Works with minimal supervision. Is motivated to achieve. Demonstrates responsible behavior.

Technology Skills (Generic) Competency Source: HRToolbench Importance: Critical

Knows when and how to use tools appropriate for the job such as computers and appropriate software, e­mail, etc. Uses technology without assuming that technology solves problems required to get the job done; contributes additional time to meet deadlines when asked; may require coaching or assistance to achieve difficult objectives; does not give up immediately in the face of unexpected obstacles; seeks help when initial efforts are unsuccessful.

Level 3 Proficient: Is considered knowledgeable regarding work­related technology; called upon to troubleshoot relatively simple problems.

 

Leadership Scope

Serves as first-line supervisor of a work group, or is an entry­ level professional individual contributor.

 

Activities

Conduct employee progress reviews & performance evaluations

Establish work schedules Instruct and train others Interview candidates Guide or facilitate projects Discipline employees Manage expenses

Assign work activities Plan work

Tools and Equipment

Banner         MS Word

Calculator     Printer

Copy Machine          Scanner

Desk Top Computer  SilkRoad Onboarding

Google Drive and Apps         SilkRoad Performance

MS Access   SilkRoad Recruiting

MS Excel      Telephone

Work Environment

Lifting Activities         Weight  Height   Distance           Frequency

Most Frequently Lifted Object            Under 10 lbs.    Waist level        1 ­ 9 feet  Several times per day Heaviest Object Lifted      40 ­ 49 lbs.        Waist level 1 ­ 9 feet           Occasionally

Non­Lifting Repetitive Activities

Arm Movement Several times per day Gripping Several times per day Sitting Continuously

Standing Several times per day Talking Continuously

Typing Several times per day Walking Several times per day Writing Several times per day

Other Physical Demands

Prolonged visual work

Mental Demands

Exercising Independent Judgment Minimal Guidance or Direction Performing Multiple Functions/Activities Persuading Others

Other Challenges

Heavy work volume Production deadlines

Safeguarding organization assets and property

 

WORK HOURS

This is a full-time, 40+ hour week position with the option to work 1-2 days of the workweek remotely.

Full-Time Equivalent Appointment.

NON-DISCRIMINATION POLICY NOTICE

Northwestern Michigan College is committed to a policy of equal opportunity for all persons and does not unlawfully discriminate on the basis of race, color, national origin, religion, disability, genetic information, height, weight, marital status, or veteran status in employment, educational programs and activities and admissions.  nmc.edu/nondiscrimination

Michigan Law requires that a person with a disability or handicap requiring accommodation for employment must notify the employer in writing within 182 days after the need is known.


TO APPLY:

Applications must be submitted online by 8 am on Wednesday, April 21st, 2021. This position will remain open until filled. Please include a copy of your cover letter, resume, and transcripts (if possible). Official transcripts will be required of all finalists. Applications must be submitted online at http://www.nmc.edu/jobs. For assistance- please call to make an appointment in advance (231)995-2612 or e-mail hr@nmc.edu.

 

SPECIAL INSTRUCTIONS TO APPLICANTS:

Please include a copy of your resume, cover letter, and unofficial transcripts. Official transcripts will be required of all finalists. Official transcripts can be sent electronically to hr@nmc.edu or mailed to: Human Resources, Northwestern Michigan College, 1701 E. Front Street, Traverse City, MI 49686

 

This position is located at 2600 Aero-Park Drive, Traverse City, MI. View the Google Map in full screen.



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