Administrative Assistant II

Job Description :

POSITION TITLE : Administrative Assistant II

DEPARTMENT : Student Engagement & Belonging

REPORTS TO : Director of Student Engagement & Belonging

SUPERVISION EXERCISED : Work Study students and interns, as assigned.

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

WORK SCHEDULE : Monday through Friday, 8 : 30 AM-4 : 30 PM.

CLASSIFICATION SPECIFICATION :

SALARY : $57,223.66 annually.*

Appointments from outside the bargaining unit begin at Step 1.

STATEMENT OF DUTIES :

The Administrative Assistant II provides administrative support to the Student Engagement & Belonging (SEB) department, including but not limited to coordinating day-to-day operations, responding to inquiries from students and families, overseeing work-study students and interns, and serving as a liaison across college departments.

Typical duties may also include, but are not limited to, preparing and analyzing reports, coordinating meetings and events, tracking budgets, and supporting the department staff.

ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES :

• Manage the daily operations of a busy, complex department in an office environment.
• Provide support in tracking the departmental budget, including but not limited to originating and processing related forms such as Personnel Action Forms, requests for expenditure, and travel vouchers.
• Analyze reports to make recommendations to the Director.
• Oversee and coordinate the activities of Work Study students and interns as assigned in connection with the preparation and maintenance of reports, records, and documents.
• Provide assistance for SEB, SSEM, and College sponsored events; utilize various Bristol social media platforms to advertise events, promote services, and solicit ideas.
• Oversee office work study students including the hiring, scheduling, training and operations, across all Bristol locations.
• Oversee Student Clubs operations, including but not limited to the collection of paperwork and assistance with operations, administrative, and various fiscal procedures.
• Serve as a point of contact for students, families, and community members, providing high quality customer service through professional communication and problem-solving skills.
• Schedule appointments for all members of the SEB team, as needed.
• Collaborate with staff and faculty across the college as a liaison to the SEB department including gathering information from Campus Deans regarding cross-location programming, etc.
• Assist with the scheduling rooms and ensuring appropriate technological support is available for campus programming, utilizing the college's Event Management System.
• Use the College's Management Information System (MIS) software, including but not limited to Banner, Argos, EAB Navigate, and Maxient to run various reports.
• Create spreadsheets to compile statistical data for internal / external reports using the college's software.
• Manage the department's mass-communications to students in collaboration with the Director of SEB, SEB team members, and Marketing & Communications , where appropriate.
• Utilize college and specific SEB systems in daily work, including but not limited to Banner, ARGOS, DegreeWorks, and Microsoft Office 365.
• Apply equity best practices throughout all job functions and work collaboratively with a diverse faculty, staff, and student body.
• 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 :

• 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.

PREFERRED QUALIFICATIONS :

• Minimum of an associate degree.
• Demonstrated understanding of social media, including but not limited to Facebook, Instagram and Twitter.
• Demonstrated ability to advertise events, promote services and solicit ideas via social media platforms.
• Demonstrated experience analyzing data and preparing reports in order to support decision making.
• Demonstrated experience working in a higher education environment.
• Working knowledge of Banner, ARGOS, DegreeWorks, EAB Navigate, Microsoft 365, and Course Dog.
• 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.