Middlesex Community College
Middlesex Community College (MCC) is one of the largest community colleges in the Commonwealth, employing people in full-time, part-time, faculty, professional, administrative, and support positions at campuses in both Lowell and Bedford, and online. We are focused on equity to transform lives and shape futures. MCC values equity and inclusion as the foundation for excellence, innovation, and success for our employees and students. MCC is committed to a policy of affirmative action, equal opportunity, equal education, non-discrimination, and diversity to provide a learning and working environment that values the diverse backgrounds of all students and employees. MCC strives for a faculty and staff that reflect its richly diverse community of students. Women, people of color, persons with disabilities and others are strongly encouraged to apply.
Applications for employment are considered without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, or veteran status. Middlesex 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 statutes 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 and/or 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 Safety & Security Report, 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: https://www.middlesex.mass.edu/disclosurestatements/campsecrpt.aspx
Location: Lowell, MA Category: Full-time Staff Posted On: Fri Jun 21 2024 Job Description:
Title: Administrative Assistant II - Health Division
Unit: AFSCME
Department: Health Division
Reports to: Dean of Health
Date: June 21, 2023
General Summary: Provides administrative support to the Dean, Chairs, Coordinators and Faculty of the Health Division in connection with assigned activities including: coordinating and creating affiliation agreements, purchasing duties, preparing reports, compiling data, processing correspondence, conferring with division faculty, maintaining liaison with college employees and outside agencies, responding to inquiries, maintaining records and files, scheduling meetings and appointments, receiving, copying and disseminating materials, and providing receptionist functions. Performs other related duties as required.
Duties and Responsibilities:
Support the Division Dean, Chairs, Coordinators, and Faculty of Health Division:
- Provide administrative support
- Manage the dean's schedule
- Conduct web-based research as requested
- Attend Health Division and Health Leadership meetings and recording minutes
- Compose correspondence including letters, memoranda, and reports
- Schedule appointments and room reservations for students, faculty, and other requestors
- Create and update databases for the multiple departments within the division to track Advisory Board members
- Assist chairs and coordinators in planning Advisory Board meetings for their departments. This includes coordination of multiple programs' board membership, organizing locations, meals, attendance, and invitations
- Maintain and update the Health Division Blackboard site and shared files, assist departments within the Health Division with the creation and updating of these sites to maintain consistency across the division
- Assist in the timely and accurate preparation and dissemination of Self-Study Accreditation Reports as requested
- Create and maintain affiliation agreements with outside agencies for clinical partnerships with multiple departments, including maintaining a database to track affiliation agreements
- Maintain the Articulation Agreement database and files for multiple departments within the division
- Collect Availability/Preference forms for multiple departments within the division for the dean
- Collect syllabi for multiple departments within the division for the dean
- Assist in developing flyers, brochures, and informational packets for various activities and multiple departments
- Design and complete Excel spreadsheets when needed for data collection, statistical analysis of survey responses, and other needs as determined
- Coordinate catering for various functions for multiple departments within the division
- Complete facilities work request forms for various offices/departments within the division
- Prepare stipend requests and guest lecture honorariums for the division, securing necessary signatures and forwarding them to the Dean for processing
- Provide support with current exam software programs for faculty
- Utilize Banner Reports for class lists and other pertinent information as needed
- Collect and organize liability insurance policies in collaboration with the purchasing department
- Assist the Health Compliance and Data Coordinator with compliance-related forms including collecting CORI/SORI paperwork and OSHA testing
- Initiate requests to Institutional Research to provide data to support division work
- Provide guidance and model professional behavior for other division administrative assistants
- Respond to internal and external inquiries on department, division, and college policies and practices
- Other duties as assigned
Act as purchasing agent for all departments within the division as needed:
- Ensure that all divisional expenditures are approved and within the budget allocation through the maintenance of fiscal records for the 13 budgets and additional grant budgets within the Health Division
- Serve as resource person for department chairs and support staff on analyzing and interpreting budget reports
- Prepare, submit, and monitor Health division purchase requests/orders through the BANNER system
- Return items to vendors when needed, utilizing college protocol
- Request transfers of funds among object codes
- Track expenditures and deposits in multiple departments' budgets
- Serve as a contact person with the CFO's office for the submission of grant expenditures
- Contact vendors to negotiate prices, obtain quotes and shipping charges for purchasing supplies and equipment
- Maintain a strong working relationship with Purchasing, Accounts Payable and the Facilities departments to ensure the timely flow of supplies and equipment for the division.
Job Requirements:- An Associate's degree or higher degree may be substituted for two (2) years of the required experience. Other education in an office or business-related field may be substituted for some experience on a pro-rata basis.
- Three (3) years of full-time or equivalent part-time experience in office work
- Excellent interpersonal and communication skills
- Knowledge of standard office practices and procedures, including types and uses of general office equipment
- Skills in word process, report building, and data processing
- Ability to read, write, and comprehend the English language, including spelling, word meaning and word usage
- Ability to effectively use Microsoft Office software (Word, Excel, Access, and Outlook)
- Ability to learn programs such as Blackboard, Banner, and MiddleNet
- Ability to exercise judgment in handling sensitive information
- Ability to manage and prioritize multiple and concurrent projects
- Experience with equity-minded work and/or understanding of individuals of diverse identities such as race, ethnicity, socioeconomic level, sexual orientation, veterans, and individuals with different academic preparation levels and varying physical and learning abilities.
Preferred Qualifications:
- Experience as an administrative assistant at a community college, serving multiple departments or a division
Additional Information:Salary Range: $57,223.66 is the starting salary for Grade 17, Step 1. Employees of Middlesex Community College are considered employees of the Commonwealth of Massachusetts and receive benefits, which include:
- High-quality and affordable health insurance through the Commonwealth's Group Insurance Commission (GIC)
- Competitive Dental and Vision Plans
- Flexible Spending Account and Dependent Care Assistance programs
- Low-cost basic and optional life insurance
- Retirement Savings: State Employees' Pension or Optional Retirement Program (ORP) and Deferred Compensation 457(b) plan or 403(b).
- 12 paid holidays per year and competitive Sick, Vacation, and Personal Time
- Tuition Benefits for employees and dependents at state colleges and universities
- Short-Term Disability and Extended Illness program participation options
- Professional Development and Continuing Education opportunities
- Cell Phone Bill Discounts with Verizon and T-Mobile Cell Phone Carriers
- Access to the Commonwealth's Mass4You, employee assistance program
- Free employee parking on Bedford and Lowell campuses
- Eligibility towards Public Service Loan Forgiveness (PSLF)
Location: Lowell campus with occasional travel to Bedford as needed
Hours: 37.5 hours per week, schedule to be determined upon hire. This position will be eligible for a maximum of two days of telework in accordance with the College's telework policy.
Expected Start Date: July 2024
Application Deadline: July 19, 2024
PI242626553
