Administrative Assistant II - College Access

Job Description :

POSITION TITLE : Administrative Assistant II - College Access Division (INTERNAL POSTING)

DEPARTMENT : College Access

REPORTS TO : Director of College Access

POSITION STATUS : This is a full-time, state-funded, AFSCME Unit 1, Grade 17, Step 1, unit-classified position with benefits.

SALARY : $57,223.66 annually.*

Appointments from outside the bargaining unit begin at Step 1.

STATEMENT OF DUTIES :

The Administrative Assistant II in the College Access Division will support students who are simultaneously seeking credits for high school completion and college degrees by performing a variety of clerical and associated administrative tasks.

This position will work closely with high school guidance staff, students, families, and community partners to ensure smooth operations and support within the College Access Division.

ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES :

Clerical Support for Students Seeking Dual Credits :

• Provide comprehensive administrative support to the College Access Division, focusing on students who are simultaneously seeking credits for high school completion and college degrees.
• Assist with the coordination and scheduling of meetings, events, and activities related to these students.
• Maintain accurate records and files for these students and programs in the institution's Student Information System.
• Support solutions around access to instructional barriers for students.
• Handle inquiries from students, parents, and high school staff regarding the programs related to College Access including the Early College program.
• Prepare and distribute communications, including emails, letters, and informational materials, to students, parents, and high school partners.

Data Management and Reporting :

• Collect and maintain accurate and timely data for program effectiveness.
• Manage issues related to course creation.
• Assist in the preparation of reports and presentations related to the programs and student progress.
• Utilize college information systems to input and retrieve data, ensuring data integrity and confidentiality.

Customer Service and Community Engagement :

• Provide excellent customer service to students, parents, faculty, advisors, counselors, and staff.
• Support on-site activities, including courses, career days, parent nights, and community engagement events.
• Serve as a point of communication when needed between high schools and Bristol Community College, fostering positive relationships and clear communication.

Office Administration :

• Manage office supplies and inventory for the College Access Division.
• Coordinate travel arrangements and reimbursements for staff as needed.
• Assist the marketing department in the development and dissemination of marketing and promotional materials for the programs.
• Support budget tracking and expense reporting for the division.
• Assist in grant writing or procurement as needed.

Contract Management :

• Manage contracts with school entities to ensure compliance and effective delivery of services.
• Maintain accurate and up-to-date records of all contracts and agreements.
• Work with Deans and Academic Affairs to ensure faculty information is accurate for the adjunct payroll process.

General Responsibilities :

• Focus on the Commonwealth's Equity Agenda by applying related best practices throughout all job functions and working collaboratively with a diverse faculty, staff, and student body.
• Use Bristol's digital communication tools, including email, social media, and other platforms, to advance the college's outreach and brand.
• Perform other duties as assigned, consistent with the Collective Bargaining Agreement.

Requirements :

EDUCATION AND EXPERIENCE REQUIRED QUALIFICATIONS :

• Minimum of an Associate's degree in Business Administration, Office Management, or a closely related field.
• Experience working in an office of Higher Education in an administrative role.
• Minimum of three (3) years of experience in an administrative support role.
• Demonstrated proficiency with Microsoft Office 365 applications.
• Demonstrated proficiency with Banner and Argos.
• Excellent verbal and written communication skills.
• Ability to work nights and weekends as required.
• Demonstrated understanding of and commitment to the goals and values of a community college.
• Reliable transportation in order to travel to and from meetings, trainings, or campus and community locations as required.
• The ability to work effectively with a diverse student body, faculty, and staff.
• Experience managing contracts with school entities.
• Knowledge of state-level laws, rules, policies, and procedures related to students receiving concurrent credits from DSSE, DHE, and other agencies.

PREFERRED QUALIFICATIONS :

• Experience in an educational setting, particularly in supporting dual enrollment or similar programs.
• Bachelor's Degree in Business Administration, Office Management, or a closely related field.
• Demonstrated knowledge of office management best practices.
• Ability to speak a language in addition to English.

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.

Additional Information :

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, Emmanuel Echevarria at or 774.

357.2682; the Massachusetts Commission Against Discrimination; the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Right.

Application Instructions :

TO APPLY : Please complete our online application by clicking on the "Apply" button. The position will be open until filled.

Review of applications will begin 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.