Location: Bedford, MA Category: Full-time Staff Posted On: Tue Jan 29 2019 Job Description:
Title: Administrative Assistant I
Unit: AFSCME Unit 1 Grade: 15
Dept.: Office of Marketing Communications
Reports To: Dean of Marketing Communications
Date: January 29, 2019
General Summary: The Administrative Assistant I for the Office of Marketing Communications is a key supporting role within the department who performs clerical and administrative functions for this busy, high traffic, department serving our diverse community. This position is responsible for supporting the departmental and daily operations including the budget.
Monitor and maintain the department budget including, processing of appropriate forms, cataloging all invoices, tracking allocated funds and compiling data for use in regular budget reporting to the Dean of Marketing Communications.
Monitor the flow of job requests throughout the department and assist the design team with obtaining printer/vendor price estimates, tracking job status and client communications.
Assist the Dean of Marketing Communications, with the placement, tracking, and invoicing of print and digital insertions, including but not limited, local newspapers, local radio, cinemas, outdoor display advertising, etc.
Keep track of college press mentions, collecting and curating them for inclusion in This Month at MCC and/or MCC in the News.
Manage the all-college promotional item supply, including interfacing with vendors, ordering and tracking items and processing all internal requests. This includes the distribution of the MCC lapel pin.
Assist the design team with updating existing design files, preparing them for production and cataloging/archiving completed work.
Assist with the maintenance and scheduling of meetings and events on behalf of the Dean of Marketing Communications.
Make travel arrangements for Marketing Communications Staff attending regional and national conferences.
Serve as scribe for department staff meetings.
Oversee the ordering and distribution of the department's office supplies.
Perform additional duties as assigned by the Dean of Marketing Communications and/or Assistant Director of Marketing Communications
Working Conditions/Physical Demands:
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 - Massachusetts 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) 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.
Knowledge of the principles and practices of office management including fluency and experience with Microsoft Office, Adobe Acrobat and Google Docs.
Ability to operate office equipment such as using both a PC and MAC operating system; fax machines, copiers, and phone systems.
Experience managing multiple tasks under tight deadlines with strong attention to detail and accuracy
Excellent interpersonal and communication skills and the ability to work collaboratively including to establish and maintain harmonious working relationships with others in a team setting.
Comfortable with fast paced environment, and able to organize and work on multiple detailed projects in a college environment.
Cultural awareness and competency demonstrated by working with and/or understanding of individuals in the college of diverse identities such as socioeconomic level, sexual orientation, race, ethnicity and veterans including those with different levels of academic preparation, varying physical and learning abilities.
Ability to understand, apply and explain the laws, rules, regulations, policies, procedures, etc. governing department and college activities.
Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations. Ability to maintain accurate records.
Ability to follow oral and written instructions; to write concisely, to express thoughts clearly and to develop ideas in logical sequence in writing and orally.
Ability to exercise sound judgment including to exercise discretion in handling confidential information.
Bilingual skills a plus
Strong interest in the field of marketing is preferred
Experience with the Adobe Creative Cloud is preferred
Experience working in higher education is preferred
Qualifications Acquired on the Job
Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
Knowledge of the proper telephone procedures for making and receiving agency calls.
Knowledge of the types and uses of College forms.
This is an AFSCME Unit I position.
Schedule: Monday - Friday, 37.5 hours per week
Location: Bedford Campus with occasional travel to the Lowell campus
The College will not sponsor applicants for work visas.
Internal Number: 106936
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.