POSITION TITLE: Administrative Assistant II

DEPARTMENT: Library Learning Commons

PRIMARY LOCATION: Fall River

REPORTS TO: Director, Library Learning Commons or designee

POSITIONS SUPERVISED: Student employees and part time clerical staff, as assigned.

STATEMENT OF DUTIES:

The Administrative Assistant II provides administrative support to the Library Learning Commons (LLC), including but not limited to the Director and the area staff. The Administrative Assistant II also provides oversight for part-time clerical staff, work study students, and acts as the area liaison with other college departments, personnel, and students. Typical duties include, among other items, managing the daily administrative operations of the Library Learning Commons, providing on-going training, preparing and analyzing reports for the Director, supporting staff, and providing administrative support to the Director, which may include but is not limited to budget and expenditures, scheduling, liaison with other departments and areas, and problem-solving administrative processes.

ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES:

Operations

• Manage the daily administrative operations of the Library Learning Commons.
• Oversee and coordinate the activities of student employees and part-time clerical staff as assigned, in connection with the preparation and maintenance of reports, records, and documents.
• Establish procedures and documentation for improving the efficiency of operational activities for tutoring services, such as tracking placements, collecting signatures on expectations and confidentiality agreements, timekeeping, tutor requests from faculty, etc.
• Manage the online ordering, maintenance, and distribution of office supplies, as well as acquisition of library materials through the college's selected vendor(s).
• Process hiring forms and various human resources paperwork, such as but not limited to Personnel Action Forms, timesheets, staff requests, and computer and telephone access.
• Prepare mass mailings to students, faculty and staff, advisory boards, and regional partners.
• Provide ongoing on-the-job training for employees, including direct and indirect reports.
• Operate standard office equipment including computer, printer, copier, and fax machine.
• Provide administrative support to committees chaired by the Director, LLC.
• Provide assistance for academic area sponsored events, including working nights and weekends as necessary.
• Provide clerical support for grants within the area.
• Schedule meetings; coordinate reservation of facilities, audio visual needs, and other support.
• Maintain Library Learning Commons calendars, including the Director's calendar.
• Make travel arrangements for the Director and/or other Library Learning Commons staff.

Data Management

• Use software applications, including Microsoft Office (Word, Excel, Publisher, Outlook) to produce documents.
• Provide support to the Director in tracking area budgets, including processing various budget forms, requests for expenditures, budget modifications, and travel vouchers.
• Analyze reports to make recommendations to the Director concerning student support staffing; reports may include budgetary items, tutor scheduling considerations, participation, etc.
• Use college's Management Information System (MIS) software, including but not limited to Banner and Argos, to run various reports.
• Create spreadsheets to compile and maintain statistical and narrative data for internal/external reports and assessment using the college's software.
• Ensure the processing of Higher Education Information Resource System (HEIRS) and Integrated Postsecondary Education Data System (IPEDS) event data and associated reports.

Administrative Support

• Provide excellent customer service while communicating general information relating to the Library Learning Commons, both verbally and through routine correspondence, to a diverse community of students, faculty and staff.
• Follow up on invoices, missing personnel forms, and timesheet information.
• Distribute messages and mail.
• Provide administrative assistance to LLC staff at all locations (e.g. coordinate personnel paperwork).
• Provide support to interdisciplinary programs coordinated by area faculty or staff.
• Assist with the collection and processing of tentative tutor schedules.

Demonstrate a sense of professionalism and consistently reflect Bristol's core values while interacting with members of the Bristol community.

Focus on the Commonwealth's Equity Agenda by applying related best practices throughout all job functions.

Perform other duties as assigned, consistent with the Collective Bargaining Agreement.

EDUCATION AND EXPERIENCE

REQUIRED QUALIFICATIONS:

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*

II. An Associate or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

ADDITIONAL REQUIRED QUALIFICATIONS:

• Knowledge of the principles, practices and techniques of supervision.
• Knowledge of the principles and practices of office management, including customer service and problem solving skills.
• Knowledge of the methods of general report writing.
• Demonstrated skills in the use of software applications and computer equipment.
• Demonstrated ability to:
  • Exercise sound judgment.
  • Supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates, and available resources; determining subordinates' training needs and providing or arranging for such training; and motivating subordinates to work effectively.
  • Exercise discretion in handling confidential information.
  • Communicate effectively verbally and in writing.
  • Assemble items of information in accordance with established procedures.
  • Determine proper format and procedure for assembling items of information.
  • Deal tactfully with others.
  • Work effectively with a diverse student body, faculty, and staff.
• COVID-19 Vaccination Requirement: As of January 2022, candidates for employment should be aware that Community College students, faculty, and staff are required to be fully vaccinated. Accordingly, initial employment is dependent upon receipt and verification of full vaccination status records; details of how to fulfill vaccine record verification requirements will be provided during the hire and onboarding process.

PREFERRED QUALIFICATIONS:

• Minimum of an Associate degree.
• Demonstrated experience working in a higher education environment.
• Demonstrated experience supervising employees, preferably in an office environment.
• Working knowledge of Microsoft Office, Office365, Banner, and Argos.
• Demonstrated experience analyzing data and preparing reports in order to support decision making.
• Ability to communicate in a language in addition to English.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The employee must meet the physical demands and work environment of the position. Reasonable accommodations may be made to enable those with disabilities to perform the essential functions of the job.

POSITION STATUS: This is a full-time, state funded, AFSCME, unit-classified position with benefits.

WORK SCHEDULE: Monday through Friday 8:30 AM - 4:30 PM, 37.5 hours per week. Some nights and weekends may occasionally be required.

CLASSIFICATION SPECIFICATION: https://www.mass.edu/shared/classificationspecs/specspers/Administrative Assistant Series.doc

SALARY: AFSCME Unit 1, Grade 17, Step 1 $52,906.62 annually. Appointments from outside the bargaining unit begin at Step 1.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: The employee must meet the physical demands and work environment of the position. Reasonable accommodations may be made to enable those with disabilities to perform the essential functions of the job.