Full-Time Administrative Assistant I - Middlesex Community College
Middlesex Community College
February 7, 2018
Location: Lowell, MA Category: Full-time Staff Posted On: Tue Feb 6 2018 Job Description:
Title: Full-Time Administrative Assistant I
Unit: AFSCME, Unit 1
Grade: Grade 15
Department: Science, Technology, Engineering and Mathematics (STEM) Division
Supervisor: Dean, STEM
Direct Report Staff: As assigned on a project basis
Date: January 30, 2018
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
Assist a diverse faculty and student body in the Talbot Building as needed and respond to inquiries and concerns in a problem-solving, customer service mode, by assessing the nature of the inquiry or concern and determining the best method to answer an inquiry or resolve a concern. Provide administrative support for building faculty.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
Create a welcoming environment for all faculty, staff, students and visitors; respond professionally to all inquiries and requests in person, by phone and email; engage in problem-solving or refer as appropriate.
Support the daily operations of the Talbot Building in an efficient and professional manner
Coordinate student evaluation process for part-time faculty based in Henderson Hall to ensure confidentiality of process by inventorying packets, documenting faculty receipt, documenting return by students; following up to ensure all are returned; and arranging transport of completed evaluations.
Administratively support the faculty and Biological Sciences Lab Tech in the Talbot Building by:
Maintaining confidentiality of sensitive or confidential information such as exams and personal contact information;
Providing general information and general problem-solving concerning MIddlenet, Blackboard, BANNER, and other programs.
Generating class rosters in Banner for faculty
Serve as building contact for distribution of notices, including college closings due to inclement weather; process and distribute mail for the building; notify faculty of uncollected mail or packages.
Assigning faculty mailboxes
Preparing, updating and copying syllabi, exams, class materials
Providing technology support and training;
Ordering desk copies of textbooks;
Coordinating student evaluation process for Talbot Building faculty by distributing, collecting and forwarding evaluation forms;
Sorting and distributing mail to Talbot Building faculty and staff;
Mailing out packages and signing for incoming deliveries;
Maintaining and ordering various office and copy room supplies for the Talbot Building;
Maintaining copy and fax machines, changing toner, stapler cartridge and other maintenance procedures;
Utilizing the R25 electronic reservation system to book conference rooms and classrooms throughout the campus;
Submitting work orders for building maintenance and classroom needs via the Facilities Department's School Dude system.
Process and file purchase orders as needed to support Science faculty and the Biological Sciences Lab Tech
5. Other duties as assigned
WORKING CONDITIONS: Administrative Assistants work in a typical office environment with no unusual working conditions.
MINIMUM ENTRANCE REQUIREMENTS:
Applicants must have at least (A) two 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, (B) any equivalent combination of the required experience and the substitutions below.
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
II. 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.
QUALIFICATIONS REQUIRED AT HIRE:
1. Ability to give written and oral instructions in a precise, understandable manner.
2. Ability to understand, explain and apply the laws, rules, policies and procedures governing assigned unit activities.
3. Ability to maintain accurate records, including the ability to enter data into electronic forms and/or software programs.
4. Ability to gather information by examining records and documents, including online.
5. Ability to work accurately with names, numbers, codes and/or symbols.
6. Ability to assemble items of information in accordance with established procedures.
7. Ability to follow oral and written instructions.
8. Ability to file material in accordance with standard filing procedures.
9. Ability to communicate effectively in oral expression.
10. Ability to establish and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
11. Ability to deal tactfully with others.
12. Ability to determine proper format and procedure for assembling items of information.
13. Ability to perform arithmetical computations with speed and accuracy.
14. Skill in operating general office equipment such as telephone, copy machine, fax machine, shredder, calculator, typewriter, personal computer, printer, electric stapler or similar equipment.
15. Ability to learn and effectively use Microsoft Office software.
16. Ability to work independently on projects.
17. Knowledge of the principles and practices of office management.
18. Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
19. Ability to gather information through questioning individuals and by examining records and documents.
20. Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
21. Ability to exercise sound judgment.
22. Ability to exercise discretion in handling confidential information.
23. Ability to prepare and use charts, graphs and tables.
QUALIFICATIONS ACQUIRED ON THE JOB: (list knowledges, skills, abilities]
1. Knowledge of the laws, rules, policies and procedures governing assigned College activities.
2. Knowledge of the types and uses of College, federal and state forms.
3. Knowledge of the proper telephone procedures for making and receiving College calls.
4. Knowledge of the principles, practices and techniques of supervision.
The College will not sponsor applicants for work visas.
Internal Number: 94250
About Middlesex Community College
At Middlesex Community College, everyone teaches, everyone learns. Collaborative in nature and innovative in practice, we educate, engage, and empower a diverse community of learners. Through transformative opportunities, we challenge and support every student to succeed and lead. Recognizing equity and inclusion as the foundation for excellence and creativity, Middlesex Community College meets the evolving educational, civic and workforce needs of our local and global communities.