Full-Time Administrative Assistant II, Student Affairs - Northern Essex Community College
Northern Essex Community College
Location: Haverhill, Massachusetts
Internal Number: 153290
Location: Haverhill, MA Category: Classified Posted On: Thu Sep 15 2022 Job Description:
Full-Time Administrative Assistant II, Student Affairs: Student Affairs; 37.5 hours per week; ASCME Unit I Position
SUMMARY: Reporting to the Assistant Vice President of Student Affairs (AVP), the Administrative Assistant provides high level, confidential and complex administrative support to the AVP and other Student Affairs managers. This position acts as a liaison and uses discretion in the dissemination of information to faculty, staff, students and various constituencies served by Student Affairs and NECC.
This position will generally work from Monday-Friday, 9am-5pm and may require occasional evening or weekend hours and travel. The Administrative Assistance performs a variety of support functions including but not limited to tracking and monitoring activities, reviewing and analyzing data, preparing reports, responding to inquiries, inventory management, and purchasing.
ESSENTIAL FUNCTIONS (Include but not limited to):
Serve as the primary point of contact for the AVP, including answering and fielding phone calls, responding to inquiries and e-mails; proofreads documents; maintains files, records and computerized databases
Maintain the AVP's calendar including exercising discretion and judgment in the prioritization of schedules, activities, and commitments, organizing background materials, scheduling rooms, preparing meeting agendas and greeting visitors
Provide administrative support to Student Affairs department, as needed
Assist with the development of annual budgets
Monitor and track multiple departmental budgets and grants on an ongoing basis; submit on-line requisitions, track expenditures, P-card purchases and reallocations, track personnel and operational spending based on fiscal deadlines, identify funding for various purchases, assist in identifying budgetary projections and shortfalls
Assist with coordinating events including ordering supplies, food, working with vendors, facility requests and room set-ups
Renews multiple department memberships
Coordinates conference and travel arrangements for the AVP and other staff with Student Affairs
Responsible for working cross-functionally with other teams such as the Office of Finance, Human Resources, Payroll, Facilities, and Information Technology to build customer relationships and support special projects, as necessary
Develops Wufoo forms as needed to collect data for various Student Affairs initiatives
Draft and prepare final versions of documents and correspondence, develop spreadsheets and reports, and develop and distribute meeting agendas and minutes
Assist with the preparation and submission of the annual reporting and other reports as needed including accessing various tools (Banner, Zogotech, Navigate, Treeno, Microsoft Office and Blackboard) to gather and synthesize information.
Commencement Committee member
Student Affairs Committee member
Monitor, maintain, and replenish supplies for the area
Anticipate and meet all stakeholder needs accurately, professionally and with a commitment to customer satisfaction.
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.
Two (2) years of full-time office experience or equivalent part-time experience required in a fast-paced team-oriented office environment with the ability to multi-task.
Associate's Degree in Business, Education or related field preferred.
Working knowledge and demonstrated experience in Microsoft Office (Word, Excel)
Demonstrated experience in a community college setting
Strong verbal and organizational skills.
Ability to work independently
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.