Administrative Assistant II, Academic Affairs - Northern Essex Community College
Northern Essex Community College
Location: Haverhill, Massachusetts
Internal Number: 156310
Location: Haverhill, MA Category: Classified Posted On: Tue Nov 29 2022 Job Description:
Full-Time Administrative Assistant II, Academic Affairs: Academic Affairs; 37.5 hours per week, Monday - Friday, 8:00AM-4:00PM; AFSCME Unit I Position
RESPONSIBILITIES: Performs administrative duties, such as directing communications, organizing schedules and events and maintaining important data in a confidential environment for the Provost and Assistant Provost of Academic and Student Affairs. Additional responsibilities include maintaining the Provost and Assistant Provost's Outlook calendars, 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.
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.
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.
Coordinate collegewide student generated course evaluations for faculty according to MCCC and Distance Ed contracts
Serve as the administrative assistant to the Academic Affairs Committee and 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.
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.
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.
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.
Bachelor's Degree in Business, Education 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.
COVID VACCINATION: Candidates for employment should be aware that all Northern Essex Community College students, faculty and staff have been fully vaccinated since January 3, 2022. Accordingly, initial employment is dependent upon receipt and verification of full vaccination status records; details of how to fulfill vaccine record verification requirements will be provided during the hire and onboarding process.
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.
NECC is a public, two-year college that offers comprehensive academic programs of study leading to the Associate in Arts degree, the Associate in Science degree and Certificates of program completion.Our dedicated teaching faculty accept with enthusiasm the challenge of responding properly to the differing backgrounds of their students and, at the same time, directing and leading them toward broader understandings. Our faculty are deeply involved in the planning of each class and in the achievement of each student, and are equally dedicated to personal achievement. As well as the specialized academic opportunities and tutoring that the college provides for our students, our faculty have the time and the commitment to advise as well as instruct students, and to provide support and encouragement.