State of Massachusetts
Administrative Assistant II - Center for Adult Education
Job Location
Lawrence, MA, United States
Job Description
PLEASE NOTE, WE DO NOT REVIEW APPLICATIONS SUBMITTED THROUGH MASSCAREERS. PLEASE APPLY VIA THE LINK BELOW:
https://necc.interviewexchange.com/jobofferdetails.jsp?JOBID=183822
About Northern Essex Community College:
THE COLLEGE: Northern Essex Community College (NECC) serves about 5,000 credit students each semester on two campuses located in the beautiful, historic Merrimack Valley region of northeast Massachusetts. Our suburban Haverhill campus sits on 106 acres near Kenoza Lake and features a Technology Center and an award-winning Student One-Stop Center. Our urban campus in Lawrence occupies a number of buildings in the heart of downtown. Most recently, we have constructed a new 44,000 square foot health technologies facility, the Dr. Ibrahim El-Hefni Allied Health & Technology Center. Both campuses are a short drive to Boston and to the beaches and state parks along the coast.
The College has been building an organizational culture that values initiative and innovation, and seeks to identify and develop the strengths in students, faculty, staff, and programs in order to grow and improve. NECC is also committed to using evidence to guide planning and decision-making. These values are reflected in the use of Appreciative Inquiry for strategic planning and accreditation; in our investment in strengths-based, institution-wide professional development; and in our ten-year involvement as a Leader College in Achieving the Dream, a national network of community colleges dedicated to using data to close student achievement gaps.
We are also committed to the recruitment and retention of a diverse workforce that reflects the communities we serve. With over 40% Hispanic students, NECC was the first federally recognized Hispanic Serving Institution (HSI) in New England.
We seek leaders who are committed to the community college mission, actively engaged in promoting diversity, and prepared to use their unique strengths and innovation with the goal of student success.
Job Description:
POSITION: Full-Time Administrative Assistant II (Administrative Assistant II): Center for Adult Education; Lawrence Campus (420 Common St.); 37.5 hours per week, Monday through Friday, 9:00am - 5:00pm; AFSCME Unit I Position
SUMMARY: The Administrative Assistant reports to the Executive Director and supports operations of the Center for Adult Education (CAE) by managing administrative tasks, maintaining records, coordinating enrollment activities, scheduling events, overseeing procurement, managing digital repositories, and assisting with hiring processes.
RESPONSIBILITIES:
The responsibilities include, but are not limited to the following:
* Provides support to the Executive Director and CAE staff with administrative tasks as needed.
* Maintains accurate records and databases (Destiny One, LACES, etc.) related to prospective students and enrollment activities.
* Supports enrollment pipeline activities and works closely with staff to ensure a smooth transition from interest to enrollment.
* Assists with scheduling meetings and events for enrollment e.g. testing sessions, information sessions, orientation, etc.
* Tracks and analyzes data related to enrollment trends, applicant demographics, and conversion rates.
* Generates reports to provide insights into the effectiveness of enrollment strategies and initiatives.
* Monitors expenditures to ensure required services are provided according to the approved budget and funds are used within the fiscal year and in compliance with the organizational budget
* Manages office inventory and supply needs, identifies vendors, prepares requisitions, and places orders in compliance with NECC procurement policies.
* Maintains records of goods ordered and received, verifies payment records, reviews invoices, and ensures expenses are accurate, allowable, reasonable, and properly allocated.
* 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 CAE team.
* Responds to inquiries regarding enrollment and scheduling
* Assists in the hiring process, ensuring alignment with NECC hiring requirements, policies, and procedures.
* Tracks employee time-off schedules and requests.
* Assists with monthly reporting.
* Supports the preparation of CAE events, such as AEFL week celebrations and graduation recognition ceremonies.
* Provides support to the Testing, Enrollment, and Data Coordinator in maintaining data.
* The Classification Specification is available at: https://www.mass.edu/shared/classificationspecs/specspers/Administrative Assistant Series.doc
PLEASE NOTE, WE DO NOT REVIEW APPLICATIONS SUBMITTED THROUGH MASSCAREERS. PLEASE APPLY VIA THE LINK BELOW:
https://necc.interviewexchange.com/jobofferdetails.jsp?JOBID=183822
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.
* 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
* Highly developed customer service skills
* Proficiency with Microsoft Office Suite
* Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
* Ability to work independently and in a team setting.
* Budget and Accounting experience
* Bilingual (Spanish/English)
* Experience working with and supporting a culturally diverse population
BACKGROUND CHECK: Candidates will be required to pass a CORI and SORI check as a condition of employment.
Additional Information:
SALARY: $2,200.91 - $3,105.24 biweekly ($57,223.66 - $80,736.24 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
Application Instructions:
TO APPLY: To be considered for this position click on the "Apply Now" button, you will be prompted to set up a new account or login to an existing account. You will be able to upload the following required documents for consideration:
* Cover Letter, describing your qualifications and/or how you may be best suited for the role
* Resume/CV
Review of applications will begin 5 business days from the posting date and will continue until the position is filled.
Please note that finalist candidates will be asked to provide contact information for three (3) professional references, including current supervisor (or at least two previous supervisors)
DEADLINE: Open until filled
Northern Essex 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 or military 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 statues 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 Officer/Title IX Coordinator, Elizabete Trelegan (Assistant Director of Human Resources, B-219,978-556-3928/ etrelegan@necc.mass.edu), the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights. Northern Essex Community College will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
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
Location: Lawrence, MA, US
Posted Date: 12/22/2024
https://necc.interviewexchange.com/jobofferdetails.jsp?JOBID=183822
About Northern Essex Community College:
THE COLLEGE: Northern Essex Community College (NECC) serves about 5,000 credit students each semester on two campuses located in the beautiful, historic Merrimack Valley region of northeast Massachusetts. Our suburban Haverhill campus sits on 106 acres near Kenoza Lake and features a Technology Center and an award-winning Student One-Stop Center. Our urban campus in Lawrence occupies a number of buildings in the heart of downtown. Most recently, we have constructed a new 44,000 square foot health technologies facility, the Dr. Ibrahim El-Hefni Allied Health & Technology Center. Both campuses are a short drive to Boston and to the beaches and state parks along the coast.
The College has been building an organizational culture that values initiative and innovation, and seeks to identify and develop the strengths in students, faculty, staff, and programs in order to grow and improve. NECC is also committed to using evidence to guide planning and decision-making. These values are reflected in the use of Appreciative Inquiry for strategic planning and accreditation; in our investment in strengths-based, institution-wide professional development; and in our ten-year involvement as a Leader College in Achieving the Dream, a national network of community colleges dedicated to using data to close student achievement gaps.
We are also committed to the recruitment and retention of a diverse workforce that reflects the communities we serve. With over 40% Hispanic students, NECC was the first federally recognized Hispanic Serving Institution (HSI) in New England.
We seek leaders who are committed to the community college mission, actively engaged in promoting diversity, and prepared to use their unique strengths and innovation with the goal of student success.
Job Description:
POSITION: Full-Time Administrative Assistant II (Administrative Assistant II): Center for Adult Education; Lawrence Campus (420 Common St.); 37.5 hours per week, Monday through Friday, 9:00am - 5:00pm; AFSCME Unit I Position
SUMMARY: The Administrative Assistant reports to the Executive Director and supports operations of the Center for Adult Education (CAE) by managing administrative tasks, maintaining records, coordinating enrollment activities, scheduling events, overseeing procurement, managing digital repositories, and assisting with hiring processes.
RESPONSIBILITIES:
The responsibilities include, but are not limited to the following:
* Provides support to the Executive Director and CAE staff with administrative tasks as needed.
* Maintains accurate records and databases (Destiny One, LACES, etc.) related to prospective students and enrollment activities.
* Supports enrollment pipeline activities and works closely with staff to ensure a smooth transition from interest to enrollment.
* Assists with scheduling meetings and events for enrollment e.g. testing sessions, information sessions, orientation, etc.
* Tracks and analyzes data related to enrollment trends, applicant demographics, and conversion rates.
* Generates reports to provide insights into the effectiveness of enrollment strategies and initiatives.
* Monitors expenditures to ensure required services are provided according to the approved budget and funds are used within the fiscal year and in compliance with the organizational budget
* Manages office inventory and supply needs, identifies vendors, prepares requisitions, and places orders in compliance with NECC procurement policies.
* Maintains records of goods ordered and received, verifies payment records, reviews invoices, and ensures expenses are accurate, allowable, reasonable, and properly allocated.
* 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 CAE team.
* Responds to inquiries regarding enrollment and scheduling
* Assists in the hiring process, ensuring alignment with NECC hiring requirements, policies, and procedures.
* Tracks employee time-off schedules and requests.
* Assists with monthly reporting.
* Supports the preparation of CAE events, such as AEFL week celebrations and graduation recognition ceremonies.
* Provides support to the Testing, Enrollment, and Data Coordinator in maintaining data.
* The Classification Specification is available at: https://www.mass.edu/shared/classificationspecs/specspers/Administrative Assistant Series.doc
PLEASE NOTE, WE DO NOT REVIEW APPLICATIONS SUBMITTED THROUGH MASSCAREERS. PLEASE APPLY VIA THE LINK BELOW:
https://necc.interviewexchange.com/jobofferdetails.jsp?JOBID=183822
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.
* 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
* Highly developed customer service skills
* Proficiency with Microsoft Office Suite
* Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
* Ability to work independently and in a team setting.
* Budget and Accounting experience
* Bilingual (Spanish/English)
* Experience working with and supporting a culturally diverse population
BACKGROUND CHECK: Candidates will be required to pass a CORI and SORI check as a condition of employment.
Additional Information:
SALARY: $2,200.91 - $3,105.24 biweekly ($57,223.66 - $80,736.24 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
Application Instructions:
TO APPLY: To be considered for this position click on the "Apply Now" button, you will be prompted to set up a new account or login to an existing account. You will be able to upload the following required documents for consideration:
* Cover Letter, describing your qualifications and/or how you may be best suited for the role
* Resume/CV
Review of applications will begin 5 business days from the posting date and will continue until the position is filled.
Please note that finalist candidates will be asked to provide contact information for three (3) professional references, including current supervisor (or at least two previous supervisors)
DEADLINE: Open until filled
Northern Essex 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 or military 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 statues 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 Officer/Title IX Coordinator, Elizabete Trelegan (Assistant Director of Human Resources, B-219,978-556-3928/ etrelegan@necc.mass.edu), the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights. Northern Essex Community College will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
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
Location: Lawrence, MA, US
Posted Date: 12/22/2024
Contact Information
| Contact | Human Resources State of Massachusetts |
|---|