Job Description

 

Administrative Assistant II - Office for Student Engagement
Bedford, MA;

Full-time Staff – Aug 08, '23

About Middlesex Community College:

Middlesex Community College (MCC), established in 1970, provides access to affordable education for a diverse community from all ethnic backgrounds and identities, preparing individuals for success and lifelong learning. We promote academic excellence, provide workforce development opportunities, and empower all learners to become productive and socially responsible members of our local and global communities.

The College provides a broad range of services that are essential to attract, reward, and retain talented faculty and staff. The MCC community promotes a culture of inclusion in which our employees feel supported and empowered to best serve our diverse student population. We are proud to offer our classes on both the Bedford and Lowell campuses, as well as a robust online course offering. MCC is committed to transforming lives as we educate, challenge, and support all students as evident in our strategic plan.

As an Affirmative Action employer, MCC strongly encourages members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence to apply.

Please apply directly to this position via Middlesex Community College's Employment Opportunities webpage: https://middlesex.interviewexchange.com

Job Description:

Title: Administrative Assistant II - Office for Student Engagement

Unit: AFSCME Unit I, Grade 17

Department: Office for Student Engagement (OSE), Civic & Service Learning, PTK, and Advising

Reports to: Director of Office of Student Engagement and Retention

Date: August 8, 2023

General Summary: The Administrative Assistant II for the Office of Student Engagement (OSE), Civic & Service Learning, and Phi Theta Kappa (PTK), performs routine clerical and administrative functions for a busy, high traffic, department serving a diverse community of students and educators. This position is responsible for supporting the programmatic and daily operations for student activities, orientation, and leadership programs. This position will also assist with light administrative and Purchase Order generation for the Advising office as part of their role.

Duties and Responsibilities:

• Administer general operations for the Office of Student Engagement (OSE) including responding to electronic, telephone, and walk-in inquiries, explaining services to students, and guiding them on basic functions, including starting a club, requesting a budget, running for student government, etc.
• Direct students, staff, and faculty to OSE and other campus resources
• Provide clerical support for initiatives, programs, and services under the Office of Student Engagement, including the coordination of meeting details and purchases of student clubs and organizations
• Assist the Director of OSE with rewriting/updating the OSE club manual, which includes policies and procedures for running clubs and working towards streamlining processes for student clubs and organizations
• Assist the Director of OSE with club leader training
• Support the Office of Student Engagement with assessment and tracking efforts
• Assist with form creation and submissions and review of Engage system in conjunction with club events
• Assist with event tracking and attendance of student club meetings and events/programs, and non-credit offerings
• Work with OSE staff to collect documents and information from student leaders and club advisors in compliance with program requirements
• Maintain all calendars (online and in print) for campus-wide engagement initiatives
• Contribute to the planning and implementation of activities as needed, including catering, transportation, work orders, and space requests
• Assist with planning, implementation, and evaluation of Orientation events and assist with all related logistics and assessment
• Assist with revisions to Online Orientation
• Connect with vendors and begin the contract execution process
• Coordinate and assist with the day-of execution of all Phi Theta Kappa (PTK) events
• Assist with marketing of all events and outreach efforts including, but not limited to, creating graphics and posting on social media, the MCC mobile app, and NewsCasters
• Assist with recruitment, membership tracking, and general inquiries for NSLS and PTK honor societies
• Pull data from ARGOS, CampusLabs Engage, and other sources for assessment
• Support fiscal operations for the Office of Student Engagement, Civic & Service Learning, and PTK
• Administer budget-related tasks, including entering purchase orders and placing orders. This includes working with other OSE staff and club leaders to coordinate purchases
• Update and maintain Student Activities Fund (SAF) spreadsheets and work closely with Cost Center Managers to ensure accuracy
• Follow systems for paying bills, using credit cards, arranging for reimbursements, and collecting and documenting revenue
• Prepare and send letters, emails, and texts as needed
• Ensure bulletin boards are maintained according to procedure
• Work with Director as needed for posting policy updates, office closings, etc.
• Initiate Work-study Job Description request to Financial Aid and student employee job postings
• Assist the Director of OSE with appropriate training to work-study students and student employees on Lowell and Bedford campuses
• Inventory office supplies
• Other related duties as assigned.

Requirements:

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's 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's 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.

• Comfortable with a fast-paced environment, and able to organize and work on multiple detailed projects in a college environment.
• Knowledge of the principles and practices of office management including familiarity and comfort using MS Office Suite.
• Ability to operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheets, word processing, database management, and other applications.
• Ability to understand, apply and explain the laws, rules, regulations, policies, procedures, etc. governing department and college activities.
• Ability to analyze and determine the applicability of data, draw conclusions, and make appropriate recommendations. Ability to maintain accurate records.
• Ability to follow oral and written instructions; to write concisely, to express thoughts clearly, and to develop ideas in logical sequence in writing and orally.
• Ability to exercise sound judgment including to exercise discretion in handling confidential information.
• Ability to deal tactfully with others including establishing and maintaining harmonious working relationships with others in a team setting.
• Experience with equity-minded work and/or understanding of individuals of diverse identities such as race, ethnicity, socioeconomic level, sexual orientation, veterans, and individuals with different academic preparation levels and varying physical and learning abilities.

Preferred Qualifications:

• Bachelor's degree preferred
• One to two years experience working in higher education
• Bilingual skills a plus, Spanish or Khmer preferred

Additional Information:

Salary Range: $52,906.62 is the current starting salary for a Grade 17, Step 1 position. Employees of Middlesex Community College are considered employees of the Commonwealth of Massachusetts and receive benefits, which include:

• High-quality and affordable health insurance through the Commonwealth's Group Insurance Commission (GIC)
• Competitive Dental and Vision Plans
• Flexible Spending Account and Dependent Care Assistance programs
• Low-cost basic and optional life insurance
• Retirement Savings: State Employees' Pension or Optional Retirement Program (ORP) and Deferred Compensation 457(b) plan or 403(b).
• 12 paid holidays per year and competitive Sick, Vacation, and Personal Time
• Tuition Benefits for employees and dependents at state colleges and universities
• Short-Term Disability and Extended Illness program participation options
• Professional Development and Continuing Education opportunities
• Cell Phone Bill Discounts with Verizon and T-Mobile Cell Phone Carriers
• Access to the Commonwealth's Mass4You, employee assistance program
• Free employee parking on Bedford and Lowell campuses
• Eligibility towards Public Service Loan Forgiveness (PSLF)

Location: Bedford campus with travel to Lowell as needed

Hours: 37.5 hours per week, schedule to be determined upon hire. This position will be eligible for a maximum of two days of telework in accordance with the College's telework policy.

Expected Start Date: September 18, 2023

Application Deadline: August 29, 2023

Application Instructions:

Please apply directly to this position via Middlesex Community College's Employment Opportunities webpage: https://middlesex.interviewexchange.com

All applicants must apply online by submitting:

• Cover Letter
• Resume
• Names and contact information for three (3) professional references

Pre-Employment Requirements:

The College will not sponsor applicants for work visas.

Successful applicants will be required to complete a Criminal Offender Record Information (CORI/SORI) request.

Middlesex Community College only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you do not have access to a computer, please contact Human Resources at careers@middlesex.mass.edu.

Middlesex Community College strives to make the application and interview process accessible for all applicants but understands that applicants may still encounter barriers due to ability, language, or technology. If we can make the process any more accessible for you, contact Human Resources at 781-280-3549 or careers@middlesex.mass.edu.

Job Type: Full-time

Pay: From $52,906.62 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

*Please mention you saw this ad on AcademicJobs.*

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