Administrative Assistant II - Center for Science, Technology, Engineering, and Mathematics (STEM)

POSITION: Full-Time Administrative Assistant II - Center for Science, Technology, Engineering, and Mathematics (STEM) (Administrative Assistant II): STEM Meta Major Center; Haverhill Campus; 37.5 hours/week, Monday through Friday, 8:00am - 4:00pm; AFSCME Unit I Position

SUMMARY: Responsible for performing a wide range of administrative duties in support of the division dean, including but not limited to: assisting in the development of the master schedule and faculty teaching schedules, coordinating the allocation of office space, organizing the ordering of textbooks, scheduling meetings, assisting faculty and students, compiling information to prepare accurate reports, preparing correspondence, maintaining records and filing, and answering division office phones. Also provides special project support to college initiatives including grant- funded activities and High School programs. May supervise other support staff and temporary staff. Other duties as assigned.

RESPONSIBILITIES:

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

• Serve as the point of contact for the Dean; answer and field phone calls, respond to inquiries and e-mails in the absence of the Dean.
• Reserve rooms for meetings and events
• 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
• 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.
• 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.
• Assists in the hiring process, ensuring alignment with NECC hiring requirements, policies, and procedures.
• Tracks employee time-off schedules and requests
• Submit work orders and maintenance tickets as needed
• Develop Wufoo forms, surveys, QR codes for various events
• Assist with organizing student outreach efforts; create and distribute callout-lists, make calls to students
• Utilize the College's Banner Information System, Questica budgeting system and EAB Navigate
• Print, scan and process confidential documents
• Composes documents to support program processes and procedures.
• Organizes and updates the digital repository of program-related documents, including curriculum materials, policies, procedures, and guidance documents, making them accessible to the STEM Division
• Maintain and verify the workload reassignment forms for STEM each semester.
• 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 assigned.
• The Classification Specification is available at: https://www.mass.edu/shared/classificationspecs/specspers/Administrative Assistant Series.doc

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.

SALARY: $2,266.94 - $3,198.40 ($58,940.44 - $83,158.40 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