Administrative Assistant

Administrative Assistant IIThis position will provide administrative support for the leadership team within the Enrollment Management & Student Affairs (EMSA) Division, reporting to the Operations Manager.The responsibilities include, but are not limited to the following:Provide administrative assistance, as directed, to the EMSA divisionServe at the point of contact for the Operations Manager; answer and field phone calls, respond to inquiries and emails in the absence of the Operations ManagerSubmit online requisitions, track expenditures, P-card purchasesCoordinate and track division wide student communicationsUtilize the college's Banner Information System, budgeting system, EAB Navigate, SLATE, and other software as neededAssist with scheduling of in-person & virtual meetings, determine meeting times based on multiple calendar availabilityAssist in planning of large-scale events such as Open Houses; including reserve spaces, order food, supplies, order and distribute print materialsAssist with organizing student outreach efforts; create and distributes callout lists; make calls to students, merge multiple callout lists, work with mailroom for postcard and mail campaignsPrint, scan and process confidential documentsCreate and maintain a master calendar of staff scheduling for the division that includes vacation time, telework and on-campus work, including campus locationAssist with posting positions, including work study positionsReserve rooms for meetings and eventsOrder and track office suppliesMaintain and update the division personnel directorySubmit work orders and maintenance ticketsRenew multiple department membershipsAssist with student basic needs initiatives by distributing food vouchers and providing support for the operation of the Lawrence Grab-and-Go food resource station as neededPerform related duties as assignedThe Classification Specification is available at: Administrative Assistant SeriesRequirements: MINIMUM 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: 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. 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.PREFERRED QUALIFICATIONS: Bachelor's degree Experience in a higher education environment Highly developed customer service skills Proficiency with Microsoft Office Suite Excellent written and verbal communication skills Ability to work independently and as part of a team. Excellent organizational and time management skills Ability to handle deadline driven environment including multiple and simultaneous responsibilities Ability to adapt to constantly changing environments and priorities Strong attention to detail, ability to multi-task, work under pressure with interruptions, and meet established deadlines. Bilingual (English /Spanish) Experience working with and supporting a culturally diverse populationEQUIVALENCY STATEMENT: Applicants who do not meet the qualifications as noted above are encouraged to put in writing precisely how their background and experience has prepared them with the equivalent combination of education, training, and experience required for the responsibilities of this position.Conditions of employment: All candidates must have legal authorization to work in the United States. Northern Essex Community College does not provide employment-based visa sponsorship. Employment is contingent upon the successful completion and review of a background check which will include CORI (Criminal Offender Record Information) and SORI (Sex Offender Registry Information).Salary: $2,405.69 - $3,394.17 biweekly ($62,547.94 - $88,248.42 annually). Pay grade 17; An appointment from outside the bargaining unit (AFSCME) must start at Step I of the range. Complete fringe benefit package including competitive health insurance, free dental insurance, basic life insurance, long-term disability insurance, paid sick, vacation and personal leave, educational benefits for employee/spouse/dependents, and excellent retirement benefits.Anticipated Start Date: ASAPApplication Instructions: To apply: To be considered for this position click on the "Apply Now" button, you will be prompted to set up a new account or login to an existing account. You will be able to upload the following required documents for consideration: Cover Letter, describing your qualifications and/or how you may be best suited for the role Resume/CV Review of applications will begin 5 business days from the posting date and will continue until the position is filled. **Please note that finalist candidates will be asked to provide contact information for three (3) professional references, including current supervisor (or at least two previous supervisors) Deadline: Open until filledNorthern Essex 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, Title VII of the Civil Rights Act of 1964, and other applicable statues 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 Affirmative Action Officer/Title IX Coordinator, Elizabete Trelegan (Assistant Director of Human Resources, B-219,View phone number on click.appcast.io/ 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. Northern Essex 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. Prospective employees are encouraged to review the College's Annual Security Report (ASR), in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which can be found on the disclosure page of the College's website at: Title: Administrative Assistant II