Administrative Assistant II - Center for Adult Education at Northern Essex Community College in Haverhill, Massachusetts

Job Description:

Administrative Assistant II - Center for Adult Education


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
  

Job 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





To apply, click HERE

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