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

Job Description:

Category:: Student Services and Support

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Department:: Essex County Sherriff's Dept (Middleton) - 9235

Locations:: Lawrence, MA

Posted:: Dec 10, 2024

Closes:: Open Until Filled

Type:: Full-time

Ref. No.:: 317928

Position ID:: 183822

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
  

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

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