Specialist, Industrial Trades Education

at  Kellogg Community College

POSITION SUMMARY

The Industrial Trades Education Specialist provides administrative support to students as well as department management, faculty, and staff. They assist students with all aspects of the enrollment process and provide them with all study materials necessary to complete their programs, including various online offerings. The Specialist performs reception duties and various data entry processes, prepares documents and reports, and responds to inquiries. They detect potential avenues for optimizing team efficiencies, automation, and better utilizing resources. The encompasses maintaining the Industrial Trades content on the College’s official website.
Kellogg Community College is located in Battle Creek, Michigan, a community of approximately 54,000 people. Leisure activities, natural resources and learning opportunities provide a foundation for residents. Located along the I-94 interstate, Battle Creek is within 30 minutes of Kalamazoo, 60 minutes of Lansing and Grand Rapids and within three hours of Detroit, Chicago and Indianapolis.

MINIMUM QUALIFICATIONS

• Associate degree from an accredited college or university AND one (1) year of relevant experience OR one (1) year post-secondary education from an accredited college or university and two (2) years of relevant experience OR three (3) years of relevant experience. If minimum qualification is met with educational attainment, please attach unofficial transcripts.
• Minimum of two (2) years’ experience in an active, multi-tasked, automated work environment.
• Strong customer service skills to aid assisting students.
• Ability to work independently with minimal supervision.
• Ability to work with MS Office suite at an intermediate level.
• Basic knowledge of database design and management.

DESCRIPTION

• Responsible for processing company-sponsored billing authorizations and dual enrollment paperwork to ensure proper billing for all completed courses.
• Provide orientations and tours to students and visitors on RMTC layout and policies, ensuring students have the foundation needed to succeed.
• Assist company-sponsored, dual-enrolled, self-pay and financial aid students with entire registration and orientation process.
• Guide and assist financial aid recipients in completing the FACTS payment plan and understanding documentation and performance requirements, and aid payment.
• Accept and record payments.
• Maintain registration and sponsor authorization hard records as well as digital records of sponsor authorizations.
• Enter information into, maintain and update the time clock for financial aid, dual-enrolled, and company-sponsored students.

DESCRIPTION

• Distribute to students all books and course materials and complete student enrollment in eight third-party online training sites per curriculum requirements.
• Register students for standardized tests and certification testing, serve as proctor for testing sessions, and input and maintain testing data log.
• Answer technical and non-technical questions, analyze, and resolve problems, if within capability to do so.
• Maintain documentation of all online ordering procedures and be proficient at enrolling students in the various online learning programs.
• Troubleshoot problems with online learning vendors.
• Maintain security and enforcement policies and procedures related to computer use.
• Work independently to resolve escalated technical issues with company representatives of online training providers.
• Assign seats and permissions to faculty and students.
• Manage inventory levels for candidate IDs and tests.

DESCRIPTION

• Provide support to department management, faculty/staff, students, and other community stakeholders, including providing institutional information based on inquiry, correspondence, course materials, and requested media equipment.
• Serve as liaison between the College and external partners (e.g., companies, schools, vendors, suppliers).
• Assist in facility operations including opening, closing, securing, and maintaining the Center.
• Maintain MSDS documentation.
• Support RMTC room scheduling.
• Coordinate third-party testing, proctoring, and delivering of test results to companies as needed. Create invoices for testing and forward on for processing.
• Assist faculty and staff with planning and coordinating of some departmental events and meetings, including materials, supplies, printed media, data, and correspondence related to such duties.

DESCRIPTION

• Under the direction of the Executive Director, evaluate, develop, improve, and maintain technological tools to ease the workload and optimize the workflow of staff and students, utilizing different programming technologies.
• Assist in the evaluation of feasibility of new software offerings to improve the student experience, deploying accepted solutions and developing processes and procedures for more efficient use by the College.
• Managing the content and structure of the Industrial Trades portion of the KCC website, including the maintenance of timely and relevant content for a variety of internal and external audiences.

DESCRIPTION

• Responsible for ordering all student consumables (books, calculators, online tests, etc.) for Resource Center and off-site locations.
• Collaborate with partner Center Assistants projecting needs for ordering additional study materials and online seats.
• Prepare purchase requisitions including cost analysis, identification of discounts, and sourcing of materials and vendors, ensuring optimal purchasing values.
• Receive and verify products and materials purchased from vendors.
• Maintain documentation of all online ordering procedures.
• Responsible for resolving any shipment discrepancies and distribution.
• Use and maintain Access database for managing inventory, ensuring proper data normalization and data integrity.
• Perform regular physical inventory accounts and reconciliation as well as help project consumable needs and meet budgetary constraints.
• Support program areas during annual inventory by working with instructional assistants and providing data entry of program inventories.
• Prepare various inventory reports and provide analysis for administration review and action.

See job duties below.