Program Secretary Lakes Bay Early College; GLBEC

Position: Program Secretary - 230 Days- Great Lakes Bay Early College (GLBEC)
Location:

GLBEC
Responsible to:
Program Director

GENERAL SUMMARY OF POSITION:
The Dual Program Secretary provides comprehensive administrative, clerical, and programmatic support to both Great Lakes Bay Early College (GLBEC) and the Saginaw County Juvenile Detention Center (SCJDC). This position plays a critical role in student records management, state and federal reporting, enrollment processes, financial operations, and customer service to students, families, partnering schools, and external agencies. The secretary works closely with the Program Director to ensure accuracy, compliance, efficiency, and professionalism across both educational settings.

Department

Job Responsibilities:

Provide comprehensive administrative and clerical support to the Great Lakes Bay Early College (GLBEC) and the Saginaw County Juvenile Detention Center (SCJDC) programs.

Serve as the primary point of contact for students, families, local school districts, colleges/universities, and partner agencies.

Maintain and process student records, including transcripts, grades, schedules, enrollment data, and record transfers, ensuring accuracy and compliance with state and federal requirements under the direction of program administration.

Process and maintain documentation related to student enrollment, withdrawal, transition, and placement across both programs.

Maintain and update the Student Management System and other program databases to ensure data integrity and reporting accuracy.

Prepare, process, and distribute correspondence, reports, transcripts, report cards, and required documentation.

Support state and federal reporting requirements, including Student Count Day, End-of-Year (EOY), Teacher Student Data Link (TSDL), Civil Rights Data Collection, Title I, and Neglected & Delinquent reporting.

Coordinate and support program data collection and assist in the preparation of reports, grants, required forms, and compliance documentation.

Process billing, accounts receivable/payable documentation, tuition tracking, and related financial records in accordance with established procedures.

Track and support reporting, billing, compliance, and operational timelines to help ensure deadlines are met accurately and in a timely manner.

Schedule, arrange, and provide logistical support for meetings, conferences, trainings, and program events for the Program Director and staff.

Compile, format, and distribute program outreach materials, publications, and website updates as directed.

Establish and maintain organized digital and physical filing systems in accordance with records retention and confidentiality policies.

Support the development and implementation of office procedures and operational processes to enhance efficiency and service delivery.

Perform additional duties and special projects as assigned by the Program Director to support program operations and continuous improvement.

Program Secretary Responsibilities:

Responsible for secretarial support for the GLBEC and SCJDC programs.

Act as the point of contact to respond to customer needs and concerns and support the general operation of the programs.

Provide secretarial support to the programs, including but not limited to managing calendars, scheduling appointments, creating sign-in forms, supporting continuing education requirements, and coordinating meeting arrangements for administrative leadership.

Provide general clerical and reception duties, including answering phones and routing calls appropriately, greet and respond to student and community needs and concerns in a positive and helpful manner.

Manage the procurement and inventory of office supplies, oversee incoming and outgoing mail/correspondence, draft appropriate correspondence, and maintain files in accordance with state retention guidelines and regulations.

Oversee department(s) workflow and make decisions accordingly.

Reconcile credit card statements monthly.

Book conference registrations and travel arrangements as requested.

Utilize the district finance software system for processing purchase orders, expense reimbursements, and preparing and processing invoices.

Monitoring of program funds, including but not limited to: record…