Administrative Assistant II - Aviation Maintenance Technology Program - Cape Cod Community College

GENERAL STATEMENT OF RESPONSIBILITIES:

The Administrative Assistant II position will provide efficient and professional administrative support for the Aviation Maintenance Technology Programs at the College's hangar facilities in Plymouth Regional Airport in Plymouth, Massachusetts. This position requires strong administrative office skills and experience including a high level of organization, excellent communication, interpersonal, computer and problem-solving skills, flexibility, and the ability to cooperate with others in a complex and varied environment. The ability to be self-directed is required as is the ability to maintain confidentiality in day-to-day office operations.

EXAMPLES OF DUTIES:

• Provide general administrative and clerical support for the AMT Programs, including Choose Aerospace HS Pathways and Avionics, involving the use of standard office equipment and systems, including Microsoft Office Suite (Word, Excel, Outlook, OneDrive and PowerPoint).
• Manage communications including addressing internal and external educational related inquiries from existing and potential students, via phone and email, and provide exceptional customer service to students, staff, the community, and local business organizations in support of the Programs.
• Assist in the day-to-day activities relative to the coordination and delivery of aviation classes (i.e., issuing student identification cards, room reservations, creation of sign-in sheets, maintenance of AMT Library control and book return, preparation of classrooms for testing, orientations, tours, and course meetings) and maintain Program calendars using Microsoft Outlook.
• Maintain office supply inventory, submit and track office supply orders, inventory, and usage; complete Purchase Orders and track timely payment of invoices; assist in coordination of freight deliveries; and monitor and restock Micromart inventory as needed serving as point of contact for food service contractor.
• Work closely with applicable College staff assisting in coordination of various AMT events (job fairs, new student orientation, pinning ceremonies, etc.); attend and record minutes for staff meetings and maintain/organize faculty and staff time sheets.
• Facilitate on-boarding process for new faculty, including guidance on required forms and processes.
• Perform data entries/updates relative to student and marketing databases, including maintaining student attendance and records and creating targeted lists for mailing and marketing efforts. Maintain AMT student job and College information board.
• Provide assistance to students in obtaining module certificates and vouchers for FAA testing; provide informational updates by phone and email to current and potential students.
• Develop and maintain good working relationships with all relevant partners, agencies, and internal and external stakeholders.
• With sufficient notice and schedule adjustments, be available for evening coverage as needed.
• Limited travel to and from main campus located in West Barnstable, MA.
• Provide supervision to lower-level administrative support personnel (i.e., Administrative Assistant I, Office Assistant, Clerk), including assignment of work and review of performance, as required

MINIMUM QUALIFICATIONS:

• Three years 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 any equivalent combination of the required experience and the substitutions below:
  • 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.*
  • 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.
• Excellent interpersonal and customer service skills.
• Enthusiasm for working effectively with a diverse population of students, administrators, faculty, and the public including local business organizations.
• Strong administrative office skills and experience.
• High level of organizational and communication skills with the ability to work independently, prioritize projects and pay close attention to detail.
• Advanced proficiency in use of Microsoft Office Suite, including but not be limited to Outlook, Word and Excel, as relates to calendar maintenance, document creation and manipulation, mail merges, and website changes.
• Ability to communicate clearly and effectively, both orally and in writing.
• Ability to organize and support campus events including planning, hosting, and supporting functions of an event when assigned.
• Ability to record and distribute meeting notices, meeting minutes, job fair notices, etc., as directed.
• Ability to adapt to challenges and changing demands occurring within the aviation field.
• Willingness to be flexible in work schedule, including occasional evenings and weekends, to meet the needs of the Programs.

• Education toward such a degree or diploma will be prorated based on the proportion of the requirements completed

ADDITIONAL PREFERRED QUALIFICATIONS:

• Associate or higher degree with a major in business administration, business management or public administration.
• Experience with Adobe InDesign and Canva.
• Ability to master use of business tools and software systems in use at College.
• Commitment to the community college philosophy.
• Experience, an appreciation for, and commitment to working in a global, multicultural academic setting.
• Experience with Moodle Learning Management System.
• Ability to maintain the website for Aviation Maintenance Technology Certificate Programs.
• Experience with an Aviation Training Facility or other applicable Technical Training Facility.
• Possession of valid driver's license and access to a vehicle.

Equivalency Statement

Applicants who do not meet the qualifications as noted above are encouraged to put in writing precisely how their background and experience has prepared them with the equivalent combination of education, training, and experience required for the responsibilities of this position.

COMPENSATION: Full-time, benefited AFSCME Unit Position - Job Grade 17 - Step I with starting annual salary of $58,940. Candidates may qualify for placement above entry-level salary if currently employed in the State system. A copy of full State Classification Specification for Account is available in the Office of Human Resources, or at https://www.mass.edu/foradmin/humanresources/classspecs.asp. Position includes participation in a comprehensive employee benefits program including membership in the Massachusetts State Employees' Retirement System.

APPLICATION DEADLINE: January 21, 2025

Please visit our website at www.capecod.edu for information on Cape Cod Community College.

This appointment is subject to the FY2025 budget appropriations.

Appointment subject to SORI (Sex Offender Registry Information), publicly accessible Massachusetts CORI (Criminal Offender Record Information) and national background checks.

The College cannot consider applicants who do not have the ability to work in the United States without assistance from the employer.

Cape Cod 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 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/Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.