Administrative Assistant II - New Bedford Campus - Bristol Community College

Job Description:

POSITION TITLE: Administrative Assistant II - New Bedford Campus (INTERNAL POSITION)

DEPARTMENT: New Bedford Campus

PRIMARY LOCATION: New Bedford

REPORTS TO: Dean of New Bedford

POSITION STATUS: This is a full-time, state funded, AFSCME, Unit I, Grade 17, classified position with benefits.

CLASSIFICATION SPECIFICATION: http://www.mass.edu/shared/documents/classificationspecs/specspers/Clerk Series.doc

WORK SCHEDULE: Monday - Friday, 8:00 AM - 4:00 PM

SALARY: $57,223.66 annually.*

• Appointments from outside the bargaining unit begin at Step 1.

STATEMENT OF DUTIES:

Operations:

• Manage the daily operations of the administration office.

• 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.

• Provide ongoing on-the-job training for employees, including direct and indirect reports.

• Operate standard office equipment including computer, printer, copier, fax machine, etc.

• Manage the online ordering, maintenance, and distribution of office supplies, as well as procurement of other external resources through the college's selected vendor(s).

• Process hiring forms, such as but not limited to Personnel Action Forms, timesheets, adjunct faculty requests, computer and telephone access, etc.

• Prepare mass mailings to students, advisory boards, and regional partners.

• Provide assistance with all campus events, including working nights and weekends as necessary.

• Provide all clerical support for grants within the area.

• Schedule meetings; coordinate reservation of facilities, audio visual needs, and other support.

• Provide clerical support for all program reviews and accreditation activities for the area.

• Provide support for processing student documentation as required by programs (e.g. Criminal Offender Record Information (CORI)/Sex Offender Registry Information (SORI), immunization records, and/or drug screening).

• Work in conjunction with Clerk IV to maintain social media campaign for the campus in conjunction with other related departments to promote enrollment events, campus events, important timelines, etc. (add)

• Work in conjunction with various college departments to facilitate and manage activities related to the New Bedford campus. Including but not limited to marketing, Student and Family Engagement, Veterans Centers, Women's Center, etc.

• Serve as a member of the Campus Emergency Response Team.

• Book all rooms for both credit and non-credit classes using the Events Management System.

• Provide support and training to the enrollment center staff including but not limited to lunch breaks, staffing shortages due to vacation, sick and personal time requests, etc.

• Coordinate with service contractor and internal facilities department to manage campus projects and repairs on campus as needed.

• Coordinate monthly staff meetings.

• Serve as a representative of the college at various community events and boards as needed and specified by the campus dean.

• Oversee work-study and part-time positions as needed. Varies from semester to semester.

• Provide first tier support and response to students looking for information regarding admissions, Financial Aid, Registrar and Student Accounts. Triage inquiries and route them to the appropriate departments for response and follow-up.

Data Management:

• Use software applications, including Microsoft Office (Word, Excel, Publisher, Outlook) to create documents.

• Provide support to campus dean in tracking campus budgets, including processing various budget forms, request for expenditures, budget modifications, and travel vouchers.

• Analyze reports to make recommendations to campus dean; reports may include budgetary items, course scheduling considerations, enrollment, etc.

• Use college's Management Information System (MIS) software, including but not limited to Banner and Argos, to run various reports, semester course schedules, faculty teaching schedules, class rosters, etc.

• Create spreadsheets to compile statistical data for internal/external reports using the college's software.

Faculty Support:

• Distribute messages and mail to area faculty.

• Provide assistance to adjunct and full-time faculty at campus location.

• 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.

Requirements:

Requirements:

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 enrollment center and functions.

• 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.

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.

Additional Information:

Equal Opportunity/Affirmative Action

Bristol 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 or military 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, TitleVII 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 College's Title IX Officer, Emmanuel Echevarria at diversitytitleix@bristolcc.edu or 774.357.2682; the Massachusetts Commission Against Discrimination; the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.

Application Instructions:

TO APPLY: Please complete our online application by clicking on the "Apply" button. The position will be open to applicants for 10 calendar days from the posting date.

REQUIREMENTS TO COMPLETE APPLICATION PROCESS:

1. A completed Bristol Community College Employment Application.

2. A current resume/curriculum vitae.

3. A cover letter that demonstrates how your skills and experience meet the desired and required qualifications of the position (not limited in length).

4. This is an internal posting. You must be a current Bristol Community College employee.

All candidates must have legal authorization to work in the United States. Bristol Community College is an institution that does not sponsor work authorization.

A pre-employment criminal background check will be conducted for all positions.

The college will independently verify education credentials as provided on the application. For certain positions that require a college degree, the hired candidate must supply official transcripts upon hire. Transcripts must include your name and degrees conferred.