Administrative Assistant II (INTERNAL POSTING)

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 (INTERNAL POSTING)

DEPARTMENT:  College Access/Student Services & Enrollment Management

PRIMARY LOCATION: Fall River

REPORTS TO:  College Access leadership 

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 College Access department including but not limited to the department leadership, Academic Coordinators and external stakeholders. The Administrative Assistant II provides oversight for part-time clerical staff, work study students and acts as the department liaison with other college offices, personnel and students. Typical duties include managing daily operations of the College Access office, assessing and processing student applications, preparing and analyzing reports for the department, and providing administrative support to the department, which may include, but is not limited to, scheduling meetings and managing the calendars. In addition, the position requires the management of departmental budgets and running various reports and course information, as needed.

ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES:

Operations

• Manage the daily operations of the College Access office.
• Process student applications and course registrations.
• Carry out correspondence required by policy and laws, such as but not limited to e-mail notifications regarding underage students to faculty.
• Maintain electronic calendars for the College Access Office leadership.
• Oversee and coordinate the activities of the part-time clerical staff and Work Study students as assigned, in connection with the processing of applications, as well as preparation and maintenance of social media accounts, reports, records, and documents.
• Solicit and coordinate the addition of student employees for the 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.
• Manage the online ordering, maintenance, and distribution of office supplies, as well as procurement of other external resources through the college’s selected vendors.
• Process hiring forms, such as, but not limited to Personnel Action Forms, timesheets, computer and telephone access, etc.
• Prepare mass mailings to students, advisory boards, and departmental partners.
• Provide administrative support to the committees and boards chaired by College Access leadership and Academic Coordinators.
• Provide support for department sponsored events, including working nights and weekends as necessary.
• Provide all clerical support to grants within the department.
• Schedule meetings; coordinate reservations of facilities, audio visual needs, food service requests, and other supports.
• Assist with logistics related to contract courses, to include but not limited to processing invoices and arranging space.

Data Management

• Maintain departmental data, including but not limited to, program applications, enrollment information, underage notifications and other reports as requested.
• Utilize software applications, including Microsoft Office 365, to create electronic systems and documents.
• Utilize college’s management information system (MIS) software, including but not limited to Banner and Argos, to run various reports, including student and program outcome data.
• Analyze reports to make recommendations to the College Access leadership concerning the department; reports may include but are not limited to budgetary items, course offerings, enrollment data, etc.
• Assist in the development and dissemination of program and/or promotional documents.
• Provide support to College Access leadership to plan and assess goal development, as well as develop reports needed for grant reporting,
• Track and maintain department budgets, including processing various budget forms, requests for expenditures, budget modifications, stipends, and travel vouchers.
• Create spreadsheets to compile statistical data for internal/external reports using the college’s software.
• 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, and
• 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 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 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:

• COVID-19 Vaccination Requirement: As of January 2022, candidates for employment should be aware that Community College students, faculty, and staff are required to be fully vaccinated. Accordingly, initial employment is dependent upon receipt and verification of full vaccination status records; details of how to fulfill vaccine record verification requirements will be provided during the hire and onboarding process.
• 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.
• Ability to work evening and/or weekend hours as needed.
• 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.

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 (with a preference for Spanish and/or Portuguese).

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, grant funded, AFSCME, unit-classified position with benefits.

WORK SCHEDULE: Monday through Friday, 9:00 AM -5:00 PM (37.5 hrs/week). Some nights and weekends may occasionally be required.

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

SALARY:  AFSCME Unit I, Grade 17, Step 1 $52,906.62 annually. Appointments from outside the bargaining unit begin at Step 1.

Equal Opportunity/Affirmative Action

Bristol 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, TitleVII 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 Title IX & Equity Compliance Officer, Gia Sanchez at diversitytitleix@bristolcc.edu  or 774.357.2264; the Massachusetts Commission Against Discrimination; the Equal Employment Opportunities Commission or the United States Department of Education’s Office for Civil Rights. 

Application Instructions:

TO APPLY: Please complete our online application by clicking on the “Apply” button. The position will be open to applicants for seven (7) calendar days from the posting date. This is an internal job posting open to current Bristol Community College employees only.

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, the hired candidate must supply official transcripts upon hire. Transcripts must include your name and degrees conferred.