Administrative Assistant I - Massasoit Community College

Job Description:

Essential Functions:

The Administrative Assistant I position reports to the Dean of Nursing and Allied Health and provides administrative support to the Dean of Nursing and Allied Health, the Associate Dean of Nursing, faculty, staff and students within the Division of Nursing and Allied Health.

Responsibilities and Duties:

• Assist in providing administrative support to faculty and staff within Division of Nursing and Allied Health

• Proofread and review materials and maintain appropriate confidentiality and discretion of all records and correspondence

• Receive and manage inquiries to the division by mail, email, phone, and in person

• Greet faculty, staff, students, and other guests that visit the office suite and provide assistance accordingly

• Assist and oversee execution of accreditation requirements for healthcare programs

• Serve as the CORI/SORI Officer for the Division

• Assign courses in the Banner system

• Handle faculty evaluation forms (fulltime and DCE) in a confidential manner

• Assemble and mail packets to newly admitted students

• Assist with special projects, such as pinning ceremonies, open house, and tours as assigned

• Assist with purchase orders, budget process and direct payments

• Work with faculty to collect forms and paperwork as required by union contract

• Work with the Dean to create semester schedule for all Division programs and input master schedule

• Coordinate and schedule fit-testing for healthcare students

• Send student medical documents to clinical sites

• Work with Dean and faculty to via Microsoft Office and database systems to input data on course instructor assignments and roles

• Work with department chairs, clinical coordinators, and faculty for database immunization tracking/compliance; resolve issues for students uploading documents to online health portal

• Provide general support (directing students, mail, supplies) for faculty outside Nursing and Allied Health

• Monitor and manage data having major FERPA, HIPAA, academic or financial impact or accountability for the Division

• Select, train, supervise, evaluate and maintain work-study students as needed

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

Requirements:

Applicants must have at least (A) two 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, (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 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.

Preferred:

• Associate's Degree in Liberal Arts, Business or Office Management

• Working knowledge of Microsoft Office, especially Word, Outlook, and Excel

• Critical knowledge of and usage of Banner, Interview Exchange and other college system

• Minimum of five years full-time or equivalent part-time office work

• Experience working in higher education, preferably in a community college

• Attention to detail and the ability to multi-task are key

• Confidentiality is essential

• Ability to work constructively with diverse workforce and student population

• Capable of working independently as well as part of a team

• Strong planning, verbal and written communication skills Additional Information: Position Status: AFSCME union position, full-time, state-funded with benefit

Additional Information:

Position Status: AFSCME union position, full-time, state-funded with benefits

Hours: 37.5 hours per week, Monday - Friday, occasional nights and weekends as needed

Salary: $1,969.30 bi-weekly/$51,201.80 annually

Worksite: Assignments will include all Massasoit sites and additional locations as necessary.

Deadline to Apply: May 12, 2024

Application Instructions:

A cover letter and resume are required, please apply online. Resumes will NOT be considered without an accompanying cover letter.

Please Note: Faxed, emailed, or mailed in resumes and/or materials will NOT be accepted. Due to the high volume of applications we receive, we are unable to provide individual feedback on application statuses. Please refrain from contacting the hiring manager and/or hiring department via phone, email, fax, mail, third person party or vendor and in person. Failure to comply, may result in application withdrawal.

Massasoit Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the Title IX and Compliance Officer, Amee Synnott, 508-588-9100, x1304, Brockton Campus, Administration Building, Room 219, asynnott@massasoit.mass.edu, or the Vice President of Student Services and Enrollment Management, Ruben Barato, 508-588-9100, x1415, Brockton Campus, Student Center, Room 209, rbuarato@massasoit.mass.edu, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.