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: Wed Jun 26 2024 Job Description:
Title: Administrative Assistant II - Dean of Students
Unit: AFSCME, Unit I
Department: Student Affairs
Reports to: Dean of Students
Date: June 26, 2024
General Summary: Responsible for reviewing and maintaining identifiable and confidential records and communicating with the MCC community and 3rd party individuals regarding highly sensitive subjects. Oversee the management and day-to-day functions of the Office of Community Standards.
Duties and Responsibilities:
Respond to inquiries, appeals, and demands, from the MCC community and 3rd parties related to private and/or protected information/data
- Assist with Public Records requests, including correspondence and gathering documents
- Complete and send student transfer reports
- Respond to Law Enforcement requests for clearance/background checks
- Serve as one of the first points of contact for students experiencing crisis or faculty reporting an urgent matter
- Assist students with questions related to Student-facing Policy
Collect and record information related to student complaints, grievances, and grade appeals
- Respond to students and family members who may be in distress or otherwise experiencing volatile or unpredictable behaviors, de-escalate and/or contact emergency team members
- Manage the users, links, tools and format for the Advocate web-based platform, Symplicity
- Input select students and cases in Symplicity, including entering students, CARE and incident reports, and related notes and documents
- Responsible for the application/removal of holds in Banner student information system as needed.
- Ensure all PII data are appropriately filed in accordance with requirements
- Follow up on student action plans as needed, including scheduling violence risk assessments, reviewing documents related to the student suicide prevention protocol and the College's Readiness to Return protocols.
- Maintain all Behavioral Intervention Team (BIT) records and response for records access
Support the College Judicial Process
- Communicate with students regarding allegations, charges, investigations, and hearings
- Coordinate the classification and update of disciplinary records
- Review sanction completion dates and communicate with students about deadlines
Assist with Title IX, Clery, and other compliance operations
- In compliance with local, state, and federal regulations maintain confidential records, edit confidential reports and other sensitive documents, as well as obtaining individual information for contact and interview scheduling
- Coordinate printing and distribution of all related publications
- Support case processing, including creation of files, following timelines, and assisting with communication
- Support logistics related to educational training and events
- Assist Dean of Students with the collection and preparation of data that must be reported to the federal government under the Clery Act; communicate with Public Safety as needed
- Support the College's compliance with training requirements, including regular outreach to students, maintaining a list of Campus Security Authorities, Mandated Reporters, Confidential Resource Providers, and Responsible Employees, ensuring training and credentials are up to date, manage Vector Solutions tracking and training platform
Maintain process for Criminal Offender Record Information (CORI) and Sex Offender Registry Information (SORI) documentation and review
- Communicate with students/employees to verify and/or correct submitted information
- Process CORI/SORI paperwork electronically through Massachusetts Department of Criminal Justice Information Services (DCJIS) website
- Work with Dean of Students and Dean of Health Programs to ensure facilitation of timely hearings for students
- Work with designated HR staff to ensure proper information gathering/sharing/follow-up
- Review and send clearance letters to identified recipients as requested
Provide related marketing and outreach
- Update and maintain website for Title IX and Disclosure Information, including the Annual Safety & Security Report and Alcohol Prevention Biennial Review
- Update and maintain website and catalog for Dean of Students Office
- Prepare and send general letters, emails, and texts as needed to student body
- Ensure adherence to the mandatory disclosure notification calendar
- Handle confidential communication regarding complaints and resolutions
Provide daily administrative support to the Dean of Students/Title IX Deputy
- Monitor Dean of Students email; Investigate and respond to requests for information
- Administer budget, including entering purchase orders and placing orders
- Manage financial spreadsheet and align with corresponding indices within Banner
- Make travel arrangements utilizing the American Express Travel System
Job Requirements:- 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:
- I. 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.*
- II. 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.
- 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:
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 of 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: August 2024
Application Deadline: July 19, 2024
PI242865220
