Program Assistant at Michigan College Access Network

Lansing, Michigan, United States -

Full Time

Start Date

Immediate

Expiry Date

21 Jan, 26

Salary

52270.0

Posted On

23 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Event Coordination, Compliance, Recruitment, Onboarding, Communication, Database Management, Team Collaboration, Attention to Detail, Problem Solving, Time Management, Interpersonal Skills, Social Media Engagement, Logistics Coordination, Technology Proficiency, Alumni Engagement

Industry

Description

Reports to: Director of Advising and Coaching Employment Type: Full-Time, In-Person, regular in-state travel, 40 hours per week Classification: Salaried: Exempt Location: Lansing, Mich: Monday - Friday 9:00am - 5:00pm Salary: $52,270 ESSENTIAL FUNCTIONS The Program Assistant will assist in the day-to-day operations of the AdviseMI and College Completion Corps programs, providing overall administrative support for processes, event coordination, and compliance, to enable the programs to contribute towards MCAN’s Sixty by 30 goal. The person in this role will also facilitate the process of recruiting members for positions state-wide, from outreach to interviewing and placing to completing onboarding paperwork. Finally, the Program Assistant will execute MCAN’s alumni engagement strategy to leverage program alumni in alignment with MCAN’s mission. DUTIES AND RESPONSIBILITIES The Program Assistant performs a wide range of duties including, but not limited to, the following: Provide administrative coordination to the MCAN AmeriCorps programs * Facilitate member onboarding process by updating onboarding documents at the beginning of each term and working with the HR department on a timeline to ensure candidates complete required documents by the required date. Review and maintain member files as new documents get added throughout the term, ensuring accuracy and compliance each year for all AmeriCorps members. * Enroll and disenroll members in appropriate systems to ensure they can carry out the responsibilities of the AmeriCorps position. Update program-specific databases and spreadsheets in a consistent and on-ongoing manner. * Regularly verify and approve member expense reports, ensuring adherence to program finance policies; involves communication with members if adjustments need to be made. * Distribute, collect, and track receipt of mid- and end-of year evaluations for all members. * Coordinate ordering of supplies and mailings for the department, as well as other similar administrative support that programs may need. * Assist in the documentation of program policies and procedures. * Work with the finance team and Director of Advising and Coaching renew and track host site agreements, invoices and payments. * Work with the Strategic Engagement team to provide information for member recognition, including on social media and websites. Coordinate the full life-cycle of recruitment for AdviseMI and College Completion Corps members * Post position descriptions and hiring notices, including in ADP and on job boards, in alignment with the recruitment cycle. * Proactively and creatively employ varied tactics to raise awareness about and interest in MCAN service opportunities. * Identify and attend career fairs and other recruitment events, representing both programs. * Maintain effective organizational tools to document candidates in the process, maintaining updated statuses and databases, saving documents, and communicating updates to stakeholders, including candidates, sites and program staff. Includes a requirement for making phone calls and being extremely responsive on email. * Conduct screenings and first-round candidate interviews. * Work with team and host sites to facilitate second round interviewing process. * Support host sites in local recruitment efforts including proactive and responsive communication and sharing of resources, materials, and strategies. This also includes orienting and updating host sites on the recruitment process and effectively communicating expectations as well as candidate updates. * Work with higher education partners on strategic recruitment of their student body and alumni in effective and creative ways to fill positions with alumni of partner institutions. * In partnership with the Strategic Engagement team, develop and update recruitment marketing materials and communication tools for each service term, being responsive to unique needs and promoting diversity. * In partnership with MCAN department leadership, engage partners and networks around the state in support of recruitment efforts. * Complete candidate selection and placement process, helping to successfully transition individuals from candidates to team members. This includes ensuring that all candidates meet the position’s requirements, understand expectations of the position, and have submitted required documentation. * Work with the Strategic Engagement team and Director of Advising and Coaching to carry out processes for candidate recognition, including on social media and websites. Coordinate MCAN AmeriCorps program alumni engagement * Execute effective communication strategy for alumni engagement, including email, website, and social media touch points. * Plan and implement alumni events, including at MCAN’s conference, social mixers, and professional development opportunities as relevant. * Develop and capitalize on opportunities to support alums and members, build capacity for the field, and advance Sixty by 30 through mobilization of the robust AmeriCorps network. * Engage exiting members as they become new alums and help ensure a smooth transition. * Update alumni databases and spreadsheets in an ongoing manner to ensure accuracy. * Work with the Strategic Engagement team to carry out processes for alumni recognition, including on social media and websites. Coordinate event logistics for the department * Work with the MCAN events team and Director of Advising and Coaching to ensure appropriate arrangements for lodging, travel/parking, food, and space arrangements for in-person events for the AmeriCorps programs. * Communicate information about in-person event logistics to members and site supervisors. * Receive and process travel and hotel accommodation requests from members, in alignment with program policies. Serve as a contributing member of the MCAN team * Consistently utilize technology tools such as Google suite, Box, Microsoft Office, Monday.com, and AmeriCorps systems, and demonstrate comfort and ease in learning how to operate new technology tools to implement program administrative systems. * Regularly communicate important and sensitive information to stakeholders while maintaining appropriate confidentiality. * Actively engage and participate in MCAN staff meetings, being a contributing member of MCAN’s and the Department’s planning, evaluation, continuous improvement, and sustainability. EDUCATION, SKILLS, ABILITIES, AND EXPERIENCE REQUIREMENTS Required Skills/Abilities: * Ability to collaborate across programs on multiple projects and timelines, and work independently with minimal management to effectively perform duties in a fast-paced environment. * Exceptional attention to detail and follow through on tasks assigned through completion. * Work efficiently and adhere to established deadlines. * Possess strong interpersonal skills and the ability to work effectively as part of a team. * Have strong written and verbal communication skills. * Ability for minimal in-state travel and overnight stays. Education and Experience: * Bachelor or associate’s degree. * Three to five years of experience working in an office setting in an administrative or similar role. Physical Requirements: * Prolonged periods of working on a computer either in a sitting or standing position. * Must be able to lift 20 pounds at times. * Must be able to access and navigate organization’s office facilities.

Responsibilities

The Program Assistant will assist in the day-to-day operations of the AdviseMI and College Completion Corps programs, providing overall administrative support for processes, event coordination, and compliance. This role also involves recruiting members for positions state-wide and executing MCAN’s alumni engagement strategy.