Administrative Assistant I, Wellness Center | FT, Benefited, Afscme Position

About Greenfield Community College:

A rewarding career in higher education awaits you at Greenfield Community College!

As a NECHE accredited community college, GCC offers its students a wide variety of innovative programs. The college is known for its caring and supportive environment of faculty and staff dedicated to the success of its learners.

OUR MISSION

Greenfield Community College provides a high quality education to all who seek the knowledge and skills necessary to thrive and effect positive change in their lives, communities, and the world. With excellence, innovation, and an unwavering commitment to teaching and learning together in an inclusive and caring environment, we empower all learners to reach their full potential.

OUR VISION

Greenfield Community College aspires to be an agent for a more equitable, just, vibrant, and resilient world through education.

GCC PERKS & BENEFITS:

As an employee of the Commonwealth of Massachusetts, GCC employees are offered a competitive total compensation package, including but not limited to:

• High quality and affordable health insurance through the Commonwealth's Group Insurance Commission (GIC)

• Great Dental plans and Vision discounts

• Flexible Spending Account and Dependent Care Assistance programs

• 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 Benefit for employees and dependents at state colleges and universities

• Professional Development and Continuing Education opportunities

• Access to the Commonwealth's Mass4You, employee assistance program

Job Description:

Administrative Assistant I, Wellness Center

BARGAINING UNIT/NON-UNIT: AFSCME

ANTICIPATED START DATE: May 4, 2024, or as soon as possible

SALARY RANGE: Grade 15, Step 1: $1,969.30 Bi-Weekly ($51,201.80 Annual)

GENERAL DESCRIPTION OF DUTIES:

Under the supervision of the Coordinator of Disability Services, the Administrative Assistant is responsible for providing administrative support for the Wellness Center, which includes Counseling Services and Disability Services.

EXAMPLES OF ESSENTIAL FUNCTIONS:

• Provides reception services and addresses general inquiries for students, prospective students and family members, staff, faculty, community members, and guests utilizing the Wellness Center.

• Schedules appointments for Coordinator of Disability Services, Learning Support Counselor, and Learning Specialist.

• Adds and updates student records in the Disability Services and Counseling databases.

• Maintains and modifies the Disability Services and Counseling Microsoft Access databases and creates reports as needed.

• Maintains electronic and paper filing system of highly confidential student documentation.

• Processes all purchase requisitions and invoices for the Wellness Center; validates the correctness of invoices, prepares payment vouchers, and records expenditures.

• Creates and maintains electronic worksheets for tracking fiscal expenditures, inventories, and other data as needed.

• Provides and requests confidential records to/from community and government agencies, healthcare providers and facilities, and educational institutions; via fax machine or other secure transmissions for use by Wellness Center Staff.

• Calculates contract amounts and prepares contracts to secure services from contractors (for example, sign language interpreters).

• Takes necessary steps to satisfy requests for data from internal and external sources; locates, extracts, compiles, and manipulates data from electronic files. Disseminates information to the appropriate internal and external parties.

• Works with Information Technology staff regarding the technology needs of the Wellness Center.

• Answers and places telephone calls.

• Tracks inventory of office supplies and submits orders as required to maintain adequate supplies.

• Submits work requests to facilities, information technology, dining services, or other service providers as required.

• Edits or updates webpage content as directed by the Coordinator of Disability Services and Learning Support Counselor.

• Creates new workflow processes or forms, in collaboration with the Coordinator of Disability Services and the Learning Support Counselor.

• Performs onboarding tasks and orientation for new Wellness Center hires and work-study students, including requesting keys and access to electronic resources, training on the use of department databases, etc.

• Performs related duties as directed.

Requirements:

MINIMUM TRAINING AND EXPERIENCE*:

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:

• An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
• 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 based on the proportion of the requirements completed.

REQUIRED SKILLS, KNOWLEDGE, AND APTITUDES:

• Knowledge of and expertise using the Microsoft Office Suite, including Word, Excel, and Access;

• Knowledge of and experience using the Google Suite, including Gmail, Drive, and Google Calendar;

• Ability to address situations/interactions tactfully, calmly, clearly, and with empathy;

• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural, and/or economic backgrounds;

• Ability to follow written and verbal instructions;

• Ability to communicate effectively in writing and verbally;

• Ability to maintain accurate records;

• Ability to prepare and use charts, graphs, and tables;

• Ability to exercise sound judgment and exercise discretion in handling confidential information.

PREFERRED QUALIFICATIONS:

• Self-motivated and self-directed;

• Advanced experience with Access, including VBA, forms, reports, queries, and maintaining multiple databases;

• Experience with budgeting, purchasing, and tracking spending

• EQUIVALENCY STATEMENT:

Applicants who do not meet the qualifications as stated above are encouraged to put in writing precisely how their background and experience have prepared them with the equivalent combination of education, training and experience required for the responsibilities of this position.

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

Additional Information:

AFFIRMATIVE ACTION STATEMENT:

Greenfield Community College is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, GCC will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer by contacting Human Resources by email at humanresources@gcc.mass.edu or by phone at 413-775-1313

ANNUAL SECURITY REPORT NOTICE:

Greenfield Community College's Annual Security Report is available online at www.gcc.mass.edu/webdocs/safety/GCC-Annual-Security-Report.pdf

The report contains crime statistics for the three most recent calendar years for certain locations associated with the College as well as other campus security and personal safety topics such as: crime prevention; campus safety authority; crime reporting polices; campus alerts (Timely Warnings and Emergency Notifications), programs to prevent dating violence, domestic violence, sexual assault and stalking; and other matters of importance related to security on campus.

If you would like to receive a paper copy of the Annual Security Report, you can stop by the Public Safety Office at One College Drive, Greenfield, MA 01301 or you can request that a copy be mailed to you by calling 413-775-1212.

• Greenfield Community College is proud to value diversity in our community of faculty, staff and students and is an Equal Opportunity/Affirmative Action employer.

THE COMMONWEALTH OF MASSACHUSETTS ACCREDITED BY THE NEW ENGLAND COMMISSION OF HIGHER EDUCATION

Application Instructions:

In order to be considered for this position, you must submit your credentials online.

To apply, click on the "Apply Now" button.

You will be prompted to set up a new account or login to an existing account.

From there, you will be able to upload the following required documents for consideration:

• Resume

• Cover letter

• Contact information for 5 professional references

When preparing your cover letter and resume, please refer to the minimum and preferred qualifications and, if applicable, include an equivalency statement.

Successful completion of a CORI check WILL be required as a condition of employment. Official copies of all academic transcripts will be required at the time of hire.

Please note GCC does not provide employment-based visa sponsorship.

Review of applications will begin with those received up to and including May 1, 2024.