Job Description:

Full-Time Administrative Assistant II, Enrollment Services: Enrollment Services; 37.5 hours per week, Monday - Friday, 9:00AM-5:00PM; AFSCME Unit I Position

RESPONSIBILITIES: This position will provide administrative, budgetary and planning support to the Dean of Enrollment Services. Reporting to the Dean of Enrollment Services the successful candidate will:

• 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.
• Maintain the Dean's Outlook calendar; schedule in person and virtual meetings, determine meeting times based on multiple calendar availability
• Reserve rooms for meetings and events
• Provide administrative assistance to the managers within Enrollment Services, including Welcome Center, Recruitment, Financial Aid, Student Accounts, Student Success Hub Advising and Orientation, Center for Accessibility Resources and Services, Academic Placement and Testing Center
• Order and track office supplies
• 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
• Renews multiple department memberships
• Maintain a strong working relationship with the Office of Finance, Human Resources, Payroll and with other departments from around the college
• Maintain and update the Enrollment Services personnel directory
• Assist in planning large-scale events such as Open House; reserve spaces, order food, supplies, order and distribute print materials
• 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 distributes callout-lists, make calls to students, merge multiple call-out lists, work with mailroom for postcard and mail campaigns
• Utilize the College's Banner Information System, Questica budgeting system and EAB Navigate
• Work with Marketing to re-order an update printed materials
• Attend various meetings with the Dean
• Print, scan and process confidential documents
• Create a master calendar of staff scheduling for Enrollment services that includes vacation time, telework and on-campus work
• Assist with posting positions, including work-study positions
• Serve on search teams for new positions
• Work as a team player
• Perform related duties as assigned

The Classification Specification is available at: https://www.mass.edu/shared/classificationspecs/specspers/Administrative Assistant Series.doc

Requirements:

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.
  • 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.

PREFERRED QUALIFICATIONS:

• 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 with a general understanding of enrollment processes.
• Strong verbal and organizational skills.
• Ability to work independently
• Bilingual (English /Spanish).
• Working knowledge of Windows, Microsoft Office.
• Experience working with and supporting a culturally diverse population

Additional Information:

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.

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.

Application Instructions:

ANTICIPATED START DATE: August/September 2022

TO APPLY: To be considered for this position you must submit a cover letter & resume online

DEADLINE: August 24, 2022 POST#: 261116

Northern Essex Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, creed, religion, color, gender, gender identity, sexual orientation, age, disability, genetic information, maternity leave, military service and national origin and any other protected class in its education programs and activities as required by Title IX of the Educational Amendments of 1972, the American 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. The following person has been designated to handle inquiries regarding Americans with Disabilities Act, the Rehabilitation Act and related statutes and regulations, Affirmative Action, non-discrimination policies, and Title IX compliance/sexual harassment: Assistant Director of Human Resources, Elizabete Trelegan B-219, 978-556-3928/ etrelegan@necc.mass.edu. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College's Affirmative Action Officer/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.

Prospective employees are encouraged to review the College's Annual Security Report (ASR), in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which can be found on the disclosure page of the College's website at: http://www.necc.mass.edu/clery