Supplemental - GLMA Office Assistant

Salary: $16.50 - $17.66 Hourly

Job Type: Part-Time

Job Number: 2022-00265

Closing: Continuous

Location: Great Lakes Campus - 715 E Front Street, Traverse City

Division: Educational Services

We are committed to enhancing and cultivating a diverse, equitable and inclusive environment through actions that foster a sense of belonging and safety for all members of the NMC community.

Summary & Qualifications:

SUMMARY

This position works alongside the Academic Area Office Manager handling delegated tasks and projects, together with assisting the Superintendent, faculty, staff, and cadets in support of the Great Lakes Maritime Academy. It requires strong communication skills, both verbal and written; strong computer software skills including formatting and editing complex multi-page internal and regulatory documents. The ideal incumbent will be detail oriented, accurate, dependable, and be able to work independently as well as collaboratively with others. This position requires confidentiality interpreting, gathering and dispersing information contained in both complex and simple document and spreadsheet form, and in regulatory multi page documents. This position will also assist (as required) with US Coast Guard Licensing Exams and with USCG regulatory drug test document administration, and will undertake the general duties of the Academic Area Office Manager during periods of absence. Works under the direction of the GLMA Superintendent and Office Manager.

EDUCATION, EXPERIENCE, CERTIFICATION, LICENSES and/or REGISTRATIONS

Required:

• Minimum of two years related administrative experience.

• Strong computer software skills, including formatting documents and spreadsheet formulae (Word, Publisher, Power Point, Excel), and Google software skills generating and using Drive, Spreadsheets, Forms and Document.

• Ability to use Adobe Acrobat Pro for reconfiguring and compiling volume (250+ page) pdf format regulatory manuals and documents.

• Good English language skills enabling proof reading of single and multi-page documents.

• Experience using virtual meeting software (primarily Zoom), internet, email and calendaring software.

• Related work experience in organizing, tracking and reporting on information with special attention to detail.

• Confident talking to students, faculty, staff, government officials and industry representatives.

• Hold, or meet the requirements to apply for, a Transportation Worker Identification Card.

Preferred:

• Finance experience including monies received (cash check, credit cards), reconciliations and account allocations.

• Able to use Banner software for finance, personnel and faculty related forms, and R-25 scheduling software.

• Able to learn and use credit card charging software.

• Knowledge of NMC Policies and Procedures.

• Experience in a regulatory, legal administrative or maritime/military field.

• Drivers License

Essential Responsibilities

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Administrative Tasks

• Assist with composing, proof-reading and editing correspondence.

• Continuous improvement of policies and procedures in both the assigned and related work areas.

• Assist with industry visits to the Academy, interview schedules for students and registration sheets.

• Maintain inventory of classroom/office materials and stationery.

• Coordinates training ship/other vessel stationery and supplies requirements.

• In tandem with the Academic Area Office Manager, prepares banking transactions for deposit, reconciling and allocating credit card expenses for department members. In