Overview
Administrative Assistant – Academic Affairs Jobs in Escanaba, MI at Bay College
We are seeking a highly skilled administrative professional to support daily operations across a dynamic Air Force directorate. The ideal candidate will be a proactive self-starter, capable of coordinating complex administrative, programmatic, and operational tasks with minimal oversight.
Directorate Operations Support
Coordinate with internal and external agencies (e.g., base facilities, security, IT, public affairs) to ensure smooth daily operations.
Maintain and distribute emergency management procedures.
Serve as the Enterprise Information Management (EIM) SharePoint Access Approver and Electronic Records Management (ERM) custodian.
Provide support for international programs including FMS, pseudo-FMS, Section 1206 sales, and SDAF cases.
Track cost, schedule, and performance parameters across assigned workload.
2. Administrative & Office Management
Process non-disclosure agreements and support access to sensitive data.
Plan and manage executive calendars, meetings, and briefings.
Organize, review, and prepare management documentation, including reports, minutes, agendas, and technical materials.
Coordinate logistics for briefings, working groups, reviews, and conferences—including setup, note-taking, and follow-up.
3. Scheduling & Program Tracking
Maintain directorate/division schedules and ensure alignment across calendars.
Support milestone tracking, integrated master schedules (IMS), and life cycle planning.
Assist in the development and tracking of program documentation such as PMPs and modification plans.
4. Documentation & Presentation Support
Edit, format, and publish a variety of technical and non-technical documents.
Design and prepare visual aids and briefing materials.
Ensure proper document control, including destruction of sensitive materials and correspondence tracking.
5. Records & Compliance Management
Maintain official file plans using AFRIMS and perform quarterly audits of SharePoint/network storage.
Remove outdated/duplicate content in coordination with content owners.
Develop and manage self-inspection checklists and support MICT compliance tracking.
6. Data & Systems Support
Support the use of collaborative systems and databases (e.g., DTS, ATAAPS, DCPS, SOCCER).
Input and verify timekeeping, pay, and personnel data.
Maintain and update the directorate’s EIM SharePoint site and standardized forms.
7. Travel & Logistics Coordination
Prepare and process CONUS/OCONUS travel requests and vouchers.
Liaise with Defense Travel System (DTS) admins to troubleshoot and ensure compliance.
Track and maintain training requirements and certifications for DTS users.
8. Recognition & Training Program Support
Manage and track military and civilian recognition programs, including awards and decorations.
Process nominations for quarterly/yearly recognition and special honors.
Assist with training program administration and budget tracking, including GPC-related purchases.
9. Personnel Support & Security
Assist with in/out-processing of personnel and maintain organizational charts and rosters.
Manage mail services, including classified material handling and secure delivery procedures.
Provide support for Freedom of Information Act (FOIA) and Privacy Act requests.
At COLSA, people are our most valuable resource and centered at our core value. We invite you to unite your talents with opportunity and be a part of our “Family of Professionals!” Learn about our employee-centric culture and benefits here.
Required Experience
One of the following combinations of education/experience:
HS Diploma and 16 years of related administrative experience
Associate’s degree in a related field and 12 years of related administrative experience
BS degree in a related field and 10 years of related administrative experience
Five (5) years’ DoD experience required, three (3) years’ executive administrative support experience in DoD or industry
Has the knowledge and ability to perform tasks related to the technical/professional discipline they are performing.
The work can be done independently or monitored by senior employees to ensure compliance with proper procedures.
Working knowledge of desktop applications including word processing, spreadsheet and database applications
U.S. Citizenship required; Must be able to obtain and maintain a Top Secret Security clearance.
Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information. COLSA Corporation is an Equal Opportunity Employer, Minorities/Females/Veterans/Disabled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.
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Title: Administrative Assistant – Academic Affairs
Company: Bay College
Location: Escanaba, MI
