Full-time Administrative Assistant I - Middlesex Community College
Middlesex Community College
September 26, 2018
Location: Bedford, MA Category: Full-time Staff Posted On: Tue Sep 25 2018 Job Description:
Title: Administrative Assistant I
Unit: AFSCME Unit I Grade: 15
Dept.: Office for Student Engagement (OSE)
Division: Student Affairs
Reports To: Director of Student Engagement & Retention
Date: September 25, 2018
GENERAL SUMMARY: The Administrative Assistant I for the Office of Student Engagement (OSE), performs routine clerical and administrative functions for this busy, high traffic, department serving our diverse community. This position is responsible for supporting the programmatic and daily operations for student activities, orientation, leadership programs, sports and recreation, and wellness education.
ESSENTIAL JOB FUNCTIONS:
Administer general operations for Office of Student Engagement
Respond to electronic, telephone and walk-in inquiries.
Explain services to students and guide them on basic functions, including starting a club, requesting a budget, running for student government, trying out for a sport, etc.
Direct students, staff, and faculty to OSE and other campus resources.
Inventory office supplies.
Support all Office of Student Engagement initiatives, programs, and services
Maintain all calendars (online and in print) for campus-wide engagement initiatives.
Contribute to the planning and implementation of activities as needed, including catering, transportation, work orders and space requests.
Serve on the New Student Orientation implementation team and assist with all related logistics and assessment.
Support Office assessment and tracking efforts
Assist with form creation and submissions and review of Compass system in conjunction with club events.
Assist with event tracking and attendance of student club meetings and events/programs, and non-credit offerings.
Work with OSE staff to determine and collect documents and information from student leaders and club advisors in compliance with program with requirements.
Administer surveys and collect artifacts as needed.
Support fiscal operations for Office of Student Engagement Areas
Administer budget-related tasks, including entering purchase orders and placing orders.
Update and maintain Student Activities Fund (SAF) spreadsheets and work closely with Cost Center Managers to ensure accuracy.
Follow systems for paying bills, using credit card, arranging for reimbursements, and collecting and documenting revenue.
Support Office marketing and outreach efforts
Maintain website and social media for Office of Student Engagement.
Prepare and send letters, emails, and texts as needed.
Ensure bulletin boards are maintained according to procedure.
Work with Director as needed for posting policy updates, office closings, etc.
Initiate Work-study Job Description request to Financial Aid; provide appropriate training, supervise delegate daily tasks and report time slips for staff and work-study students.
Other duties as assigned.
MINIMUM ENTRANCE REQUIREMENTS:
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.
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
II. 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.
Comfortable with fast paced environment, and able to organize and work on multiple detailed projects in a college environment.
Knowledge of the principles and practices of office management including familiarity and comfort using MS Publisher and MS Excel.
Ability to operate office equipment such as fax machines, copiers, and phone systems, use computers for spreadsheet, word processing, database management, and other applications.
Sensitive to the developmental needs of college students. Cultural awareness and competency demonstrated by working with and/or understanding of individuals in the college of diverse identities such as socioeconomic level, sexual orientation, race, ethnicity and veterans including those with different levels of academic preparation, varying physical and learning abilities.
Ability to understand, apply and explain the laws, rules, regulations, policies, procedures, etc. governing department and college activities.
Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations. Ability to maintain accurate records.
Ability to follow oral and written instructions; to write concisely, to express thoughts clearly and to develop ideas in logical sequence in writing and orally.
Ability to exercise sound judgment including to exercise discretion in handling confidential information.
Ability to deal tactfully with others including to establish and maintain harmonious working relationships with others in a team setting.
Knowledge of the principles practices and techniques of supervision.
Bilingual skills a plus
QUALIFICATIONS ACQUIRED ON THE JOB
Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
Knowledge of the proper telephone procedures for making and receiving agency calls.
Knowledge of the types and uses of College forms.
This is an AFSCME Unit I position.
SCHEDULE: Monday - Friday, 37.5 hours per week
LOCATION: Bedford Campus with occasional travel to the Lowell campus
The College will not sponsor applicants for work visas.
Internal Number: 103004
About Middlesex Community College
At Middlesex Community College, everyone teaches, everyone learns. Collaborative in nature and innovative in practice, we educate, engage, and empower a diverse community of learners. Through transformative opportunities, we challenge and support every student to succeed and lead. Recognizing equity and inclusion as the foundation for excellence and creativity, Middlesex Community College meets the evolving educational, civic and workforce needs of our local and global communities.