Location: Bedford, MA Category: Full-time Staff Posted On: Tue Nov 20 2018 Job Description:
Title: Administrative Assistant II - Arts, Humanities & World Languages
Unit: AFSCME Unit I Grade: 17
Dept.: Art, Humanities & World Languages
Reports to: Dean of Arts, Humanities & World Languages
General Statement of Duties and Responsibilities:
Provide administrative office support for the Dean of Arts, Humanities & World Languages and program chairs/coordinators in the division in order to foster student success. Provide quick and effective response to the needs of our diverse community of students and staff. Troubleshoot and resolve problems and supervise office personnel if applicable. Perform related duties as required.
Detailed Statement of Duties and Responsibilities:
Assist Dean on daily responsibilities and oversee the smooth operation of office procedures.
Troubleshoot and resolve administrative problems in the absence of the Dean Arts, Humanities & World Languages who may be gone from the office for meetings, conferences, travel, etc.
Prepare and process documents, purchase requests, purchase orders, invoices, budgets, and expense reports and other related division requirements.
Manage and track operating budgets using Excel
Enter appropriate data to ensure it corresponds to MCC Banner database.
Manage and track payroll budgets corresponding to operating budgets
Access and download Argos reports
Forward reports as email attachments to cost center managers as needed
Utilize Argos reports to reconcile budget issues
Prepare PO Requests, Purchase Orders and Blankets for all operating budgets
Ability to select proper object codes
Make Departmental Purchases through various vendors.
Prepare Excel spreadsheets to track all transactions related to each individual operating budget
Rectify discrepancies related between your records and college systems
Maintain electronic tracker for each budget
Set up electronic tracker of JAFs and payroll reports for each budget
Maintain records for three years
Support expense and payroll budgets for the World Language Institute and Intensive English Institute
Send out weekly reminders to full-time faculty in the division
Consolidate all individual timesheets and send to Dean for approval
Maintain accurate records for timesheets and time sheet changes
Send timesheet changes to Payroll mailing list to ensure proper use of hours/payment
Assist Department Chairs in locating and forwarding policies and forms to adjuncts
Add new hire's pertinent information to database
Update email distribution lists
Forward pertinent information received within the college to all full time and adjunct faculty
Faculty Evaluations (Annually):
Prepare files for each faculty to be evaluated
Prepare spreadsheet to track received forms
Send periodic email reminders for overdue forms
Course Scheduling and Revisions:
Assist Dean in reviewing semester schedules
Print schedules and note changes in enrollment for Dean to have information for cancellation meetings
Send schedule revisions to the registrar and Revise mailing list
Export semester schedules to MS Excel using ARGOS reporting tool
Indicate release times on spreadsheet for department chairs and other appropriate time releases
Indicate combined courses
Show courses credits for combined courses, indicate if DCE, Overload or Independent Study
Workload Computation Forms:
Prepare Workload Forms for each full time faculty. Forward to Dean for approval.
Other Administrative Support may include:
Maintain and update department websites.
Supervise support staff if applicable and assure the timely completion of responsibilities.
Manage appointment schedules.
Coordinate receptions and meetings, including catering
Support department/divisional conferences and festivals. This may include, registration, printing of materials, creating forms, badges, communicating with vendors and guest speakers, etc.
Interface with other departments
Assist with travel and lodging arrangements for Dean, visiting guests, faculty or staff
Assist with details related to grant activities and reporting requirements.
Maintain accurate supplies for division staff and faculty.
Prepare, compile and process various documentation, including financial records, student course data or grant-funded activities pertaining to divisional projects,
Record and post meeting minutes.
Participate in New Hire Search Committees with a commitment to diversity in full-time and part-time hires
Using Argos and/or Banner, prepare student data tables for various forms of analysis
Coordinate student meetings with Deans when issues arise
Administrative Assistants work in a typical office environment with no unusual working conditions.
The Massachusetts Board of Higher Education - Middlesex Community College is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, The Massachusetts Board of Higher Education - Middlesex 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.
MINIMUM ENTRANCE REQUIREMENTS:
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.
I. 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. *
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.
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.
LICENSE AND/OR CERTIFICATION REQUIRED:
Possession of a valid and current Massachusetts Class 3 Motor Vehicle Operators License or equivalent is required.
Qualifications Required at Hire:
Knowledge of the principles and practices of office management, and the types and uses of general office equipment.
Knowledge of the methods of general report writing, the methods used in the preparation of reports, charts, graphs and tables.
Ability to communicate effectively in oral expression; to give written and oral instructions in a precise, understandable manner; to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
Ability to follow written and oral instructions and to gather information through questioning individuals and by examining records and documents.
Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
Ability to assemble items of information in accordance with established procedures, and to determine proper format and procedure for assembling items of information.
Ability to deal tactfully with others, to establish rapport and maintain harmonious working relationships with persons of diverse identities such as socioeconomic, sexual orientation, race, ethnicity and veterans, including those with different levels of academic preparation, varying physical and learning abilities.
Knowledge of the principles, practices and techniques of supervision and the ability to supervise.
Ability to exercise sound judgment and to exercise discretion in handling confidential information.
Bilingual skills a plus.
Area of Assignment: Arts, Humanities & World Languages division, primary office on the Bedford Campus, some travel to Lowell campus may be required
Hours: Full-time - 37.5 hours per week, Monday through Friday; 9:00am - 5:00pm.
The College will not sponsor applicants for work visas.
Internal Number: 105065
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.