Administrative Assistant II

  • Full Time
  • Anywhere

Website Bristol Community College

Administrative Assistant II

 

Category:

 

Classified

 

 

 

Department: Academic Affairs-Arts and Humanities

 

Locations: Fall River, MA

 

Posted: May 2, 2022

 

Closes: May 12, 2022 – 11:59 PM EDT

 

Type: Full Time

 

Position ID: 147048

 

About Bristol Community College:

 

Bristol Community College is a public community college accredited by the New England Commission of Higher Education (NECHE) and annually serves more than 11,000 credit students and 18,000 students who participate in noncredit activities. Bristol has core values rooted in collaboration, communication, inclusion, innovation, respect and student success. For more than 50 years, Bristol has served as a leading resource for education and economic development in the region. Bristol offers a rich variety of degree, certificate, and training programs along with flexible online offerings that lead to an associate degree, a career-ready certificate, or the ability to transfer to baccalaureate colleges throughout the state and country. Bristol’s Business Solutions & Partnerships area provides customized training for businesses and the community. The college also strives to put the needs of learners first with support services and career advancement opportunities that lead to student success by reducing barriers to educational access.

 

With locations in Attleboro, Fall River, New Bedford, and Taunton, Bristol Community College is nestled in charming Southeastern Massachusetts. Each location has something unique to offer – from great restaurants in the city center of Attleboro, museums and history in downtown New Bedford, to the beautiful suburban landscape at the Fall River campus and the array of shopping and dining options in Taunton. From city life to seaside, Bristol Community College locations are in close proximity to bustling metro areas such as Boston and Providence, and centrally located to the spectacular beaches and coastline of Cape Cod, Newport, Nantucket, Martha’s Vineyard and Block Island.

 

www.BristolCC.edu

 

Bristol Community College is an Equal Opportunity and Affirmative Action Employer. We value diversity and equity, and are committed to creating an all-inclusive community free from discrimination and harassment. Bristol believes that diversity, equity and inclusion among our community members is imperative to the success of our mission to serve our students well, and is the mainstay of our values.

 

MISSION

 

Bristol Community College provides an accessible, innovative and inclusive education that prepares students to navigate and succeed in our ever-changing world.

 

VISION

 

Advancing a vibrant, diverse community through education, learner by learner.

 

Job Description:

 

POSITION TITLE: Administrative Assistant II

 

DEPARTMENT: Arts and Humanities/Academic Affairs

 

PRIMARY LOCATION: Fall River. Position may be eligible for a weekly schedule of both in-person and remote work in line with the college’s telework policy.

 

REPORTS TO: Dean of Arts and Humanities

 

POSITIONS SUPERVISED: Student employees, such as Work Study, and part-time clerical staff, as assigned.

 

STATEMENT OF DUTIES: The Administrative Assistant II provides administrative support to the Arts and Humanities academic area, including but not limited to the Dean, Associate Dean and the area faculty and staff. The Administrative Assistant II also provides oversight for part-time clerical staff, work study students, and acts as the area liaison with other college offices, personnel, and students. Typical duties would include, but are not limited to, managing the daily operations of an academic office, including coordination of meetings and events; providing on-going training; preparing and analyzing reports for the Dean and Associate Dean; supporting faculty; and providing administrative support to the Dean and Associate Dean, which may include but is not limited to coordinating promotional events for the academic area and data gathering for grant writing and research.

 

ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES:

 

Operations

 

• Manage the daily operations of the academic office and provide backup support for another Administrative Assistant II of Arts & Humanities as necessary.

• Oversee and coordinate the activities of part-time clerical staff in connection with the preparation and maintenance of reports, records, and documents.

• Solicit and coordinate the addition of student employees for the academic area.

• Provide ongoing on-the-job training for employees and/or student employees, including direct and indirect reports.

• Operate standard office equipment including computer, printer, copier, fax machine, etc.

• Process weekly attendance reports for area faculty and staff.

• Manage the online ordering, maintenance, and distribution of office supplies, as well as procurement of other external resources through the college’s selected vendor(s).

• Process hiring forms, such as but not limited to Personnel Action Forms, timesheets, adjunct faculty requests, computer and telephone access, etc.

• Prepare mass mailings to students, advisory boards and regional partners.

• Provide administrative support to committees chaired by the Dean and/or Associate Dean.

• Provide assistance for academic area sponsored events, including working nights and weekends as necessary.

• Provide all clerical support for grants within the area.

• Schedule meetings; coordinate reservation of facilities, audio visual needs, and other support.

• Provide clerical support for all program reviews and accreditation activities for the area.

• Provide support for processing student documentation required by programs (e.g. Criminal Offender Record Information (CORI)/Sex Offender Registry Information (SORI)).

 

Data Management

 

• Use software applications, including Microsoft Office (Word, Excel, Publisher, Outlook) to create documents.

• Provide support to the Dean and Associate Dean in tracking area budgets, including processing various budget forms, request for expenditures, budget modifications, and travel vouchers.

• Analyze reports to make recommendations to the Dean and Associate Dean concerning assigned academic area/location; reports may include budgetary items, course scheduling considerations, enrollment, etc.

• Use college’s Management Information System (MIS) software, including but not limited to Banner and Argos, to run various reports, semester course schedules, faculty teaching schedules, class rosters, etc.

• Create spreadsheets to compile statistical data for internal/external reports using the college’s software.

 

Faculty Support

 

• Distribute email messages and interoffice mail to area faculty.

• Provide assistance to adjunct and full-time faculty at all locations (e.g., help with rosters, grades, syllabi, etc.).

• Oversee and follow up on the final exam and student evaluation processes.

• Provide support to interdisciplinary programs coordinated by area faculty or staff.

• Collect and process tentative faculty schedules.

 

Demonstrate a sense of professionalism and consistently reflect Bristol’s core values while interacting with members of the Bristol community.

 

Focus on the Commonwealth’s Equity Agenda by applying related best practices throughout all job functions.

 

Perform other duties as assigned, consistent with the Collective Bargaining Agreement.

 

Requirements:

 

EDUCATION AND EXPERIENCE

 

REQUIRED 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:

 

• 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.

 

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

 

ADDITIONAL REQUIRED QUALIFICATIONS:

 

• Knowledge of the principles, practices and techniques of supervision.

• Knowledge of the principles and practices of office management, including customer service and problem-solving skills.

• Knowledge of the methods of general report writing.

• Demonstrated skills in the use of software applications and computer equipment.

• Demonstrated ability to:

 

• Exercise sound judgment.

• Supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates, and available resources; determining subordinates’ training needs and providing or arranging for such training; and motivating subordinates to work effectively.

• Exercise discretion in handling confidential information.

• Communicate effectively verbally and in writing.

• Assemble items of information in accordance with established procedures.

• Determine proper format and procedure for assembling items of information.

• Deal tactfully with others.

• Work effectively with a diverse student body, faculty, and staff.

 

• As of January 3, 2022, the 15 Massachusetts Community Colleges, including Bristol Community College, require all employees to comply with the COVID-19 vaccination policy. Details of how to fulfill vaccine record requirements or to apply for a reasonable accommodation will be provided during the onboarding process.

 

PREFERRED QUALIFICATIONS:

 

• Minimum of an Associate degree.

• Demonstrated experience working in a higher education environment.

• Demonstrated experience supervising employees, preferably in an office environment.

• Working knowledge of Microsoft Office, Office365, Banner, and Argos.

• Demonstrated experience analyzing data and preparing reports in order to support decision making.

• Ability to communicate in a language in addition to English

 

Additional Information:

 

PHYSICAL DEMANDS AND WORK ENVIRONMENT: The employee must meet the physical demands and work environment of the position. Reasonable accommodations may be made to enable those with disabilities to perform the essential functions of the job.

 

POSITION STATUS: This is a full-time, state funded, AFSCME, unit-classified position with benefits.

 

WORK SCHEDULE: Monday through Friday 8:30 AM – 4:30 PM, 37.5 hours per week. Some nights and weekends may occasionally be required.

 

CLASSIFICATION SPECIFICATION: https://www.mass.edu/shared/classificationspecs/specspers/Administrative%20Assistant%20Series.doc

 

SALARY: AFSCME Unit I, Grade 17, Step 1 $51,869.22 annually. Appointments from outside the bargaining unit begin at Step 1.

 

Application Instructions:

 

TO APPLY: Please complete our online application by clicking on the “Apply” button. The position will be open to applicants for 10 calendar days from the posting date.

 

REQUIREMENTS TO COMPLETE APPLICATION PROCESS:

 

1) A completed Bristol Community College Employment Application.

 

2) A current resume/curriculum vitae.

 

3) A cover letter that demonstrates how your skills and experience meet the desired and required qualifications of the position (not limited in length).

 

All candidates must have legal authorization to work in the United States. Bristol Community College is an institution that does not sponsor work authorization.

 

A pre-employment criminal background check will be conducted for all positions.

 

The college will independently verify education credentials as provided on the application. For certain positions that require a college degree, the hired candidate must supply official transcripts upon hire. Transcripts must include your name and degrees conferred.

 

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