Academic Affairs Assistant - STEM

Henry Ford College presents an opportunity for an Academic Affairs Assistant in the School of Science, Technology, Engineering, and Mathematics (STEM). The Academic Affairs Assistant supports the services and functions of the Academic Affairs Unit while fostering a collaborative, team-focused environment. This position models outstanding customer service and uses effective communication skills to provide assistance and accurate information to students, faculty, staff, and community members. The position supports the continuous improvement and implementation of processes and procedures that ensure quality service and compliance with school procedures and college-wide policies.

Schedule

The generally scheduled workday is from 8:00 AM to 4:30 PM, Monday through Friday. Overtime may be required based on departmental needs and approved in advance.

Requirements

• An associate degree or higher from a regionally accredited institution or equivalent combination of education and professional experience.
• At least two years of relevant experience in an administrative role within a busy office setting.
• Demonstrated commitment to service excellence.
• Working knowledge of computer software: Windows, word processing, spreadsheets, databases, and presentation software.
• Strong organizational skills and attention to accuracy and detail.
• Effective oral and written communication skills.
• Ability to work independently and balance multiple priorities.
• Ability to use good judgement in handling student and employee information in a confidential and discreet manner.
• Experience with Ellucian preferred.

Skills

• Attention to Detail - Is thorough when performing work and conscientious about attending to detail.
• Customer Service - Works with clients and customers to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services.
• Helping - Pitches in to help support when workload is high; minimizes disruptions and helps others overcome bureaucratic work obstacles; works with leaders in other organizational units to keep work flowing smoothly.
• Conscientiousness - Displays a high level of effort and commitment towards performing work; demonstrates responsible behavior.
• Dependability and Reliability - Behaves consistently and predictably; is reliable, responsible and dependable in fulfilling obligations; diligently follows through on commitments and consistently meets deadlines. Demonstrates regular and punctual attendance; rarely is late for meetings or appointments.
• Problem Solving - Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.
• Self-Management - Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.
• Sets Example - Sets an example for others by acting in ways that are consistent with organizational goals and objectives; confronts behavior that undermines the reputation of the organization.
• Teamwork - Encourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals.
• 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.

Responsibilities

• Maintain room charts and assist with keeping schedules current.
• Coordinate room reservations for exams, events, makeup sessions, and meetings.
• Communicate with instructors to confirm scheduling needs, availability, and room suitability.
• Utilize Coursedog, Self Service, and FASC (Ellucian Hank) for scheduling purposes.
• Use Microsoft Office 365 applications, including Teams and Outlook; Excel is highly utilized in this role.
• Apply a basic working knowledge of Excel, including creating and maintaining charts, building log entries, and organizing scheduling- or event-related data.
• Assist with STEM event planning and coordination, including Robotics events, STEM Family Day, and Discovery Day.
• Support events through attendance tracking, form hosting, setup coordination, and volunteer coordination.
• Serve as a point of contact for routine event logistics and communication.
• Order department and event supplies, as requested.
• Assist with adjunct faculty hiring and onboarding processes, including coordinating system access, ID badges, and office keys with IT and Campus Safety.
• Prepare and distribute Personnel Action Forms (PAFs) following established procedures.
• Maintain faculty tracking systems for keys and room assignments.
• Order textbooks through Verba and coordinate bookstore access with Ellucian, as directed.
• Review faculty chair submissions to support accurate textbook orders for each section.
• Monitor and provide general support for the STEM Center space.
• Provide support to student workers, including backup assistance with timecard approvals.
• Monitor and respond to general inquiries through the shared STEM email inbox.
• Utilize SharePoint for document storage, forms, and information sharing.
• Maintain adjunct faculty sign-in sheets for attendance tracking and reporting.
• Assist walk-in visitors, answer phones, and respond to routine inquiries.
• Provide cross-functional administrative support across STEM departments, as needed.
• Perform other duties as assigned within the scope of qualifications and training.

Percentage of Responsibilities:

• 40% – Customer Service & Communication (Student, faculty, staff, and visitor support; email inbox, walk-ins, phones, event coordination, instructor communication)
• 30% – Clerical & Administrative Support (Scheduling, room management, tracking, Excel logs, purchasing, documentation, onboarding support)
• 25% – Academic Affairs / STEM Program Support (Instructional support, faculty coordination, textbook orders, STEM Center oversight, events)
• 5% – Process Improvement & Compliance (Continuous improvement, adherence to policies and procedures)