Administrative Assistant II

Administrative Assistant II

The Administrative Assistant II assists the Dean and the Assistant Dean in the School of Liberal and Professional Studies (LAPS) with the school's administrative activities, coordinating various administrative processes and projects. This position provides a full-range of administrative support activities and is a frequent point of contact for faculty, staff, and students.

Responsibilities:

• Provide friendly customer service to students, faculty and staff that interact with the School of Liberal and Professional Studies.
• Provide outreach and follow-up as needed to students with course schedule changes.
• Communicate and record time-sensitive student complaints, ensuring that all students are seen by the appropriate faculty or dean to provide support based on their specific needs.
• Work with department chairs to prepare the Master Course Schedule for each semester and maintain that all information recorded in Datatel is accurate and up to date.
• Assist with preparation, coordination and the implementation of the LAPS annual budget including the following.
• Create Purchase Requisitions and Blanket Purchase Orders.
• Review and process travel requests, book purchases, catering services, classroom equipment and office supplies.
• Send authorized payment requests and received invoices to the Accounts Payable Department.
• Create part-time payroll for faculty members.
• Transfer budgets and process Budget Adjustment Forms.
• Record all full-time faculty workloads for each term.
• Assist the Deans to varying degrees in maintaining financial control of department accounts by reconciling purchases to Financial Service reports, tracing income, expenditures and transfers.
• Maintain the LAPS faculty tenure and classification change in rank records.
• Schedule all full-time faculty evaluations and reviews.
• Research, gather, review and analyze data; prepare data summaries; and assist in the creation and dissemination of surveys, studies, and reports.
• Assist the Deans with creating agendas, recording meeting notes, scheduling calendar appointments and interview processes, and provide assistance with special projects as needed.
• Record time attendance each week for all of the LAPS faculty members.
• Support the administrative business functions of the school by maintaining the departmental website and databases, scheduling the use of conference rooms and maintaining security of equipment, files and records.
• Schedule classrooms as needed.
• Obtain equipment, services and supplies needed by the school by maintaining an inventory of office supplies, purchasing computers, furniture and equipment. Determine the appropriate method to pay for goods or services.
• Arrange meetings and interviews, order food, set-up and organize conference rooms, handout agendas and materials, and take notes when needed.

Requirements:

• Three (3) years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management.
• Familiarity working with databases, data-mining, and building data visualizations (Excel, Tableau).

Preferred Qualifications:

• An Associate's Degree from an accredited college in an administrative field and/or five-year experience in an administrative position.
• Bilingual, preferred.
• Experience working in a higher education environment or with faculty in an educational setting.

Additional Information:

Salary: $2405.69 Bi-Weekly, Grade 17, Step I

Benefits: Yes, Full Time

Union: AFSCME

Grant Funded: No

Closing Date: Open Until Filled

All candidates must have legal authorization to work in the United States. Springfield Technical Community College is not sponsoring H1B Visa.

INFORMATION AWARENESS SECURITY TRAINING:

Candidates for employment should be aware that all STCC employees are required to complete Information Awareness Security Training within thirty days of their orientation date and annually thereafter.

Application Instructions:

All available positions are located at: which applicants must apply online by submitting a cover letter, resume and three (3) professional references. Cover letter must demonstrate how your education and experience qualifies you for this position.

PRE-EMPLOYMENT DETAILS:

STCC conducts a pre-employment screening. Initial and continued employment is dependent upon meeting National Background Check, Criminal Offender Record Information (CORI) and/or Sex Offender Registry Information (SORI) check and if applicable, Physical and Alcohol/Drug Testing requirements. Screening also includes verification of academic credentials, licenses, certifications, and/or verification of work history. Finalist(s) for this position will be subject to a pre-employment screening as a condition of employment.

POLICY STATEMENT ON AFFIRMATIVE ACTION, EQUAL OPPORTUNITY & DIVERSITY:

Springfield Technical Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, sex, disability, religion, age, veteran status, genetic information, pregnancy or related conditions, gender identity, sex characteristics, sex stereotypes 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, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits Sex-Based Harassment. Inquiries or complaints concerning discrimination, harassment, or retaliation shall be referred to the College's Affirmative Action Officer and/or Title IX Coordinator, Kathryn C. Senie, Ed.D, J.D. at View phone number on click.appcast.io or via email at View email address on click.appcast.io, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.

EQUAL OPPORTUNITY STATEMENT:

STCC's personnel and academic decisions, programs and policies are formulated and conducted in a manner, which will ensure equal access for all people and prevent discrimination. As part of this effort, a College will ensure that employment and academic decisions, programs and policies will be based solely on the individual eligibility, merit or fitness of applicants, employees and students without regard to race, color, creed, religion, national origin, age, disability, sex, marital status, military service, gender identity, genetic information, sexual orientation or political or union affiliation.