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Full-Time Administrative Assistant II, Academic Affairs


POSITION: Full-Time Administrative Assistant II, Academic Affairs: Administrative Assistant II; Academic Affairs; Haverhill Campus; 37.5 hours/week, Monday - Friday, 8:00AM - 4:00PM; AFSCME Unit I Position

SUMMARY: Performs administrative duties, such as directing communications, organizing schedules and events and maintaining important data in a confidential environment for the Assistant Provost of Academic and Student Affairs. Additional responsibilities include maintaining the Assistant Provost's Outlook calendar, scheduling meetings, maintaining records, and preparing and organizing correspondence. Attends monthly team meetings with the Curriculum Strategy team that manages Watermark Curriculum Strategy (a third-party application formerly called Smart Catalog) which houses NECC's Academic Catalog and Curriculum Committee forms and processes within the application.

RESPONSIBILITIES:

The responsibilities include, but are not limited to the following:

• Maintain the Provost and Assistant Provost's Outlook calendars including exercising discretion and judgement in the prioritization of schedules, activities, and commitments. Schedule interviews and meetings with both internal and external parties and organizes all details pertaining to these events.
• Attend meetings to take minutes for the Assistant Provost.
• Complete travel arrangements as needed for the Assistant Provost and others.
• Communicate effectively and diplomatically with the diverse student and faculty population, administration, staff and the general public.
• Follow established procedures when responding to inquiries from students, faculty and staff to provide information and take appropriate actions.
• Compose, proofread and maintain documents and communication for accuracy and completeness.
• Organize collegewide student generated course evaluations for faculty according to MCCC and Distance Ed contracts
• Assist the Academic Affairs Committee and serve as a member of the committee which approves new, revised or inactivated courses and programs and all academic policies and procedures.
• Act as liaison between faculty, deans and the Catalog Manager regarding the functionality and usage of the Curriculum Management System while monitoring it daily.
• Co-lead Professional Development workshops regarding the Curriculum Management System with the Catalog Manager for faculty, staff, deans and administration.
• Serve as a member of Awards Convocation committee coordinating the selection of award recipients and working with Marketing to create the printed program.
• Update the Academic Affairs personnel list, organizational chart, electronic contact lists, chair/coordinator lists, and college advisory board lists each semester via communications with various departments and divisions.
• Create the Academic Affairs Calendar of Meetings each semester in collaboration with various college committee members.
• Work cross-functionally with other teams such as the Office of Finance, Human Resources, Payroll, Facilities, and Information Technology to build relationships and support special projects.
• Prepare the Dean's list each semester for mailing and for Marketing Communications publications.
• Coordinate the National Institute for Staff and Organizational Development (NISOD) nominations and awards annually.
• Facilitate and collaborate with the Payroll office to complete the adjunct payroll each semester.
• Maintain and verifies the workload reassignment forms for the academic areas each semester.
• Coordinate, maintain and create content for the Academic & Student Affairs Celebrates displays which recognizes exceptional staff members throughout the year.
• Maintain office supplies and complete orders through internal supply requisitions and outside vendors.
• Plan and coordinate events with both internal and external partners.
• Perform other duties and tasks as assigned.
• The Classification Specification is available at: https://www.mass.edu/shared/classificationspecs/specspers/Administrative Assistant Series.doc

Requirements:

MINIMUM 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:

• 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.*
• 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.

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

PREFERRED QUALIFICATIONS:

• Bachelor's Degree in Business, or related field preferred.
• Strong working knowledge and demonstrated experience in Microsoft Office (Outlook, Word, Excel).
• Demonstrated experience in a community college setting.
• Strong verbal and organizational skills.
• Ability to work independently and as part of a team.
• Aptitude for sorting through information quickly and efficiently.
• Able to manage multiple projects simultaneously and meet deadlines.
• Adept at learning how to use new technology.
• Bilingual (English /Spanish).
• Experience working with and supporting a culturally diverse, population in a Hispanic-Serving Institution.

BACKGROUND CHECK: Candidates will be required to pass a CORI and SORI check as a condition of employment.


Additional Information:

SALARY: $2,034.87- $2,870.97 ($52,906.62 - $74,645.22 annually). Pay grade 17; An appointment from outside the bargaining unit (AFSCME) must start at Step I of the range. Complete fringe benefit package including competitive health insurance, free dental insurance, basic life insurance, long-term disability insurance, paid sick, vacation and personal leave, educational benefits for employee/spouse/dependents, and excellent retirement benefits.

ANTICIPATED START DATE: ASAP


Application Instructions:

TO APPLY: To be considered for this position click on the 'Apply Now' button, you will be prompted to setup a new account or login to an existing account. You will be able to upload the following required documents for consideration:

• Cover Letter, describing your qualifications and experience
• Resume/CV

Review of applications will begin 5 business days from the posting date and will continue until the position is filled.

**Please note that finalist candidates will be asked to provide contact information for three (3) professional references.

Northern Essex 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, Title VII of the Civil Rights Act of 1964, and other applicable statues 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 Affirmative Action Officer/Title IX Coordinator, Elizabete Trelegan (Assistant Director of Human Resources, B-219,978-556-3928/ etrelegan@necc.mass.edu), the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights. Northern Essex Community College will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Prospective employees are encouraged to review the College's Annual Security Report (ASR), in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which can be found on the disclosure page of the College's website at: http://www.necc.mass.edu/clery



To apply, click HERE





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