Administrative Assistant II - Springfield Technical Community College

The Division of Student Affairs is seeking an Administrative Assistant II to provide clerical support for key student services supported by the Academic Advising and Transfer Center. This position serves as a member of the student support services team with responsibilities to provide administrative support related to assigned unit activities. These activities include, but are not limited to, clerical and administrative support for advising, course registration, and student support services such as veteran and military affairs and new student onboarding.

Responsibilities include, but are not limited to:

• Supporting the daily operations and associated activities within the Academic Advising & Transfer Center to ensure effective operations.
• Collaborates within the Division of Student Affairs to obtain, organize, and exchange information for the purpose of coordinating activities and promoting services associated with the unit.
• Performing duties such as collecting, reviewing, and analyzing data concerning student registration data to improve work methods, determine progress, revise established procedures, and/or provide information to supervisors.
• Responds to inquiries received in person, as well as electronically, including but not limited to email, live chat, phone, mail correspondence.
• Creating documents, flyers, and maintaining electronic communication related to unit activities.
• Providing data entry and maintaining files associated with the unit.
• Composing letters and reviewing documents for completeness, content, and compliance with institutional standards.
• Creating purchase requisitions; processing invoices for payment; updating and maintaining budget spreadsheets.
• Preparing reports and making recommendations concerning procedures, programs, and activities.
• Engaging in process improvement and collaboration within the Division to ensure successful onboarding of new students.
• Providing direct supervision, training and orientation to student workers and part-time clerical staff.
• Serving as a liaison to various college offices and departments to exchange information, resolve obstacles or challenges, and coordinate activities.
• Participating in college, division, department meetings, events and training as recommended and approved by the supervisor.
• Participating in professional development opportunities, college committees, work groups and task forces, and other professional organizations as approved by the supervisor.
• Performing other duties and responsibilities related to those listed above which do not alter the basic level of the position.

Minimum Qualifications:

• Associate's degree and/or an equivalent combination of education, training and experience.
• Three years of full-time, or equivalent part-time, experience in office management, or equivalent combination of education, training and experience.
• Strong computer skills are required, particularly Microsoft Word and Excel, and the ability to learn new software and other skills as needed. .
• Must possess the ability to respond appropriately in a changing office environment while maintaining the focus required to see a task to conclusion.
• Excellent written and verbal communication skills required.
• Commitment to providing excellent customer service.

Preferred Qualifications:

• Experience with Ellucian Student Information Systems.
• Higher education experience.
• Ability to manage projects to completion.
• Bilingual or Bicultural (Spanish and English) preferred but not required.
• Experience working with and supporting a culturally diverse population in a Hispanic-Serving Institution.

EQUIVALENCY STATEMENT:

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

WORKING CONDITIONS/PHYSICAL DEMANDS:

Works in an office setting. Tasks require the ability to exert light physical effort in sedentary to light work. Must be able to remain in a stationary position 50% of the time. The individual needs to move about inside the office to access office machinery. Constantly operates a computer and other equipment, i.e., copier. This person frequently communicates with students, faculty, and staff. Must be able to exchange accurate information in these situations.

Salary: $2,266.94 Bi-Weekly (Grade 17, Step 1), 37.5 hours per week (Monday - Friday). Requires flexibility to work occasional evenings and/or weekends as demand dictates.
Benefits: Yes, Full-Time Position
Union: AFSCME
Grant Funded: No
Closing Date: Open Until Filled

All candidates must have legal authorization to work in the United States. Springfield Technical Community College is not sponsoring H1B Visa.

INFORMATION AWARENESS SECURITY TRAINING:

Candidates for employment should be aware that all STCC employees are required to complete Information Awareness Security Training within thirty days of their orientation date and annually thereafter.