Administrative Assistant II - Center for Adult Education

Administrative Assistant II - Center for Adult Education

POSITION: Full-Time Administrative Assistant II - Center for Adult Education (Administrative Assistant II): Center for Adult Education; Lawrence Campus (45 Franklin Street); 37.5 hours per week, Monday through Friday, 10:00am - 6:00pm; AFSCME Unit I Position.

SUMMARY: The Administrative Assistant reports to the Executive Director and provides administrative support for the operations of the Center for Adult Education (CAE), including maintaining records, assisting enrollment activities, supporting front desk operations, scheduling events, assisting with procurement, maintaining digital repositories, supporting hiring processes, and assisting CAE programs and services.

RESPONSIBILITIES:

The responsibilities include, but are not limited to the following:

• Provides support to the Executive Director and CAE staff with administrative tasks as needed and supports day-to-day office operations, including front desk coverage and responding to inquiries from students, staff, program participants, and visitors.
• Maintains accurate records and databases (Destiny One, LACES, etc.) related to prospective students and enrollment activities and supports required program data entry and reporting processes.
• Supports enrollment pipeline activities and works closely with staff to ensure a smooth transition from interest to enrollment.
• Assists with scheduling meetings and events for enrollment e.g., testing sessions, information sessions, orientation, etc. and coordinates room reservations and logistical support for program activities and meetings.
• Tracks enrollment-related data and prepares reports to support program planning, enrollment activities and decision-making.
• Generates routine reports related to enrollment activities and program operations.
• Supports the department's financial operations by monitoring budgets and expenditures, maintaining financial documentation, verifying invoices and payment records, assisting with expense reconciliation, and ensuring program expenses are accurate, allowable, reasonable, and properly documented and allocated.
• Performs departmental procurement and inventory activities by managing office supply needs, identifying vendors, preparing requisitions, placing orders in accordance with NECC procurement policies, and maintaining records of goods ordered and received.
• Composes documents to support program processes and procedures.
• Organizes and updates the digital repository of program-related documents, including curriculum materials, policies, procedures and guidance documents, making them accessible to the CAE team.
• Provides administrative support for hiring processes in accordance with NECC requirements, policies and procedures.
• Tracks employee time-off schedules and requests.
• Assists with monthly reporting.
• Supports the planning and preparation of CAE events, including AEFL Week celebrations, graduation and student recognition ceremonies and other program events.
• Provides support to the Testing, Enrollment and Data Coordinator in maintaining data.
• Provides administrative support for program operations, including maintaining records, coordinating materials and supplies and assisting with special projects as needed.
• Coordinates administrative processes and provides independent support for assigned program operations.
• The Classification Specification is available at:

Job Requirements:

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
• Highly developed customer service skills
• Proficiency with Microsoft Office Suite
• Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
• Ability to work independently and in a team setting.
• Budget and Accounting experience
• Bilingual (English /Spanish)
• Experience working with and supporting a culturally diverse population

EQUIVALENCY 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).

Additional 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 : ASAP

To apply, click HERE

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