Job Description
Location: Lowell, MA
Category: Full-time Staff
Posted On: Tue Jan 14 2025
Job Description: Title: Administrative Assistant II - Institutional Advancement
Unit: AFSCME, Unit I
Department: Institutional Advancement
Reports to: Vice President of Institutional Advancement
Date: January 14, 2025
General Summary:
Under the general supervision of the VP of Institutional Advancement, responsible for the organization and workflow of the office of Institutional Advancement Division with specific duties as applied to Corporate Education & Training Department in accordance with established policies and procedures.
Duties and Responsibilities:
- Monitors and adjusts Corporate Education and Training related budgets to ensure that expenditures are paid from the appropriate code; assists other departments with budgetary requests and concerns.
- Processes and follows up on purchase requests and employment forms.
- Consults on the daily calendar of the VP of Institutional Advancement; prioritizes tasks; drafts correspondence; schedules appointments; arranges meetings; and reviews and prioritizes mail.
- Collaborates with other departments on various initiatives.
- Coordinates travel arrangements for the VP of Institutional Advancement and Corporate Ed staff when necessary.
- Drafts correspondence and notes for the Workforce Development Council and the IA Advisory Board.
- Serves as first point of contact for Corporate Education and Training, as listed in all marketing materials, for the department for students, faculty, College staff at all levels, and corporate and community clients, by phone and in person; responds, troubleshoots or refers as appropriate.
- Provides administrative support for VP and departmental staff, drafting letters, documents, reports, and maintaining electronic and paper files; supports other administrators on a project basis as required.
- Assists the VP with coordination of the following departments; Corporate Education and Training, Community Education and Training, College Advancement and the Adult Learning Center.
- Schedules bi-weekly meetings with Institutional Advancement groups.
- Interfaces with Administrative Assistants from across the division to streamline activity for the VP.
- Creates and maintain electronic data regarding revenue, program manager activity, projections and actual data to generate financial reporting documentation.
- Reviews and analyze revenues and expenses on a weekly basis and report to the VP and Sr. Director of Corporate Education and Training.
- Makes arrangements with Corporate Education and Training Sr. Director and Director with regard to program/company activity, invoicing and progress towards goals.
- Communicates with the Student Accounts Office regarding company paid and tuition-based course money received.
- Prepares and processes documentation in preparation for and in support of programs, such as proposals for courses, instructor contracts and hiring documentation, invoices, class lists, book orders, registration materials, student evaluations, and course completion certificates.
- Interacts with faculty and corporate/community employers regarding courses on-site; draft responses to student and other inquiries.
- Assists students with registration procedures for courses, programs and training, working closely with the Enrollment Center.
- Arranges media support as needed for Corporate Education classes on campus.
- Retrieves, opens and sorts all department mail.
- Coordinates and supports internal and external meetings and conferences, which include producing agenda and related materials; tracking reservations; reserving rooms; notifying participants; coordinating catered function requests as needed; organizing and coordinating the staffing of the registration table on day of event.
- Provides phone coverage for the department; provide back-up support in the President's area as required.
- Supports marketing efforts by preparing marketing letters, maintaining databases of prospective and current employers. Creates Constant Contacts, email lists and track emails sent using Constant Contact software.
- Supports CRM's that the IA department uses.
- Provides first line technical support and training to all department members; first responder for equipment malfunctions.
- Maintains Corporate Education web site, creating new pages as needed using the OU Campus system.
- Researches and produces reports on departmental activities, courses, etc., for internal and external reporting.
- Interviews, hires and assigns work to up to two work-study students and interns, tracking hours and time sheet submission.
- Secures catering, create various documents (nametags, place cards, handouts), and coordinates check-in for the conferences and their participants.
- Tracks, collects, and reports all department data for submission to the state for the Workforce Incentive Fund biannual report that results in a 20% reimbursement on the Workforce eligible courses' dollar. Also merges and reports data from the Career Place for the WFIF report. Works closely with Enrollment Services in order to ensure accurate data for reporting purposes.
- Maintains and files office records.
- Performs other related duties as required.
Job 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.
Substitutions:
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.
- Experience with equity-minded work and/or understanding of individuals of diverse identities such as race, ethnicity, socioeconomic level, sexual orientation, veterans, and individuals with different academic preparation levels and varying physical and learning abilities.
- Knowledge of the principles and practices of office management.
- Knowledge of the methods of general report writing.
- Ability to prepare and use charts, graphs, and tables.
- Knowledge of the types and uses of general office equipment.
- Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
- Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
- Ability to use Microsoft Office Products including Word, Excel, and Outlook.
- Ability to follow written and oral instructions.
- Ability to gather information through questioning individuals and by examining records and documents.
- Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
- Ability to assemble items of information in accordance with established procedures.
- Ability to determine proper format and procedure for assembling items of information.
- Ability to prepare general reports.
- Ability to maintain accurate records.
- Ability to communicate effectively in oral expression.
- Ability to give written and oral instructions in a precise, understandable manner.
- Ability to deal tactfully with others.
- Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and /or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
- Ability to exercise sound judgment.
- Ability to exercise discretion in handling confidential information.
- Knowledge of the principles, practices and techniques of supervision.
Preferred Qualifications:
Additional Information: Salary Range: $58,940.41 is the starting salary for a Grade 17, Step 1, AFSCME position. Employees of Middlesex Community College are considered employees of the Commonwealth of Massachusetts and receive benefits, which include:
- High-quality and affordable health insurance through the Commonwealth's Group Insurance Commission (GIC)
- Competitive Dental and Vision Plans
- Flexible Spending Account and Dependent Care Assistance programs
- Low-cost basic and optional life insurance
- Retirement Savings: State Employees' Pension or Optional Retirement Program (ORP) and Deferred Compensation 457(b) plan or 403(b).
- 12 paid holidays per year and competitive Sick, Vacation, and Personal Time
- Tuition Benefits for employees and dependents at state colleges and universities
- Short-Term Disability and Extended Illness program participation options
- Professional Development and Continuing Education opportunities
- Cell Phone Bill Discounts with Verizon and T-Mobile Cell Phone Carriers
- Access to the Commonwealth's Mass4You, employee assistance program
- Free employee parking on Bedford and Lowell campuses
- Eligibility towards Public Service Loan Forgiveness (PSLF)
Location: Lowell campus with occasional travel to Bedford as needed
Hours: 37.5 per week, schedule to be determined upon hire
Expected Start Date: March 2025
Application Deadline: February 4, 2025
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.
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