"Administrative Assistant II - Cape Cod Community College"

GENERAL STATEMENT OF RESPONSIBILITIES

The Administrative Assistant II provides comprehensive administrative support to the Director of Nursing Education and the Nursing Program. This position plays a key role in the daily operations of the Nursing Program Office and requires strong organizational skills, attention to detail, independent judgment, and excellent communication abilities. The ability to interpret and respond effectively to varied inquiries from students, faculty, staff, and the public is essential. This position requires an on-campus, in-person work schedule.

EXAMPLES OF DUTIES

1. Provide administrative support to the Director of Nursing Education, including preparing correspondence, managing calendars, and scheduling appointments, meetings, and events. Attend meetings as requested and prepare accurate meeting notes and minutes.
2. Be available to field questions from Nursing faculty as needed.
3. Manage general day-to-day office administration and ensure smooth functioning of office operations.
4. Collaborate with the Director to develop working plans and timelines to support departmental projects.
5. Maintain confidentiality of student information and records in compliance with FERPA and College policies.
6. Assist in the preparation, formatting, and distribution of the Nursing Program Student Handbook.
7. Support preparation and submission of reports and surveys for the program licensor and accreditor MA BORN, ACEN, professional affiliation NLN, and other regulatory bodies as required.
8. Schedule, organize, and attend Nursing Program and Advisory Board meetings; record, transcribe, and distribute meeting minutes.
9. Collaborate with College staff and faculty to obtain and exchange information related to college programs and activities.
10. Collect, track, and maintain Nursing Program statistical data and prepare reports for the Director as needed.
11. Collect, organize, and maintain NCLEX results and assist with reporting requirements.
12. Maintain and organize departmental physical and digital files, records, and correspondence following College retention and confidentiality guidelines.
13. Create, distribute, and manage surveys (via Survey Monkey) related to Institutional Research and accreditation for the Nursing Department.
14. Coordinate with College personnel to update Nursing Program web pages and assist in communicating accurate program information to the public.
15. Prepare and process travel documentation, purchase requisitions, reimbursement forms, supply orders, and budget maintenance.
16. Utilize College technology and software systems (e.g., Jenzabar, Adobe, Microsoft Office Suite, 25Live) for data entry, reporting, scheduling, and document preparation.
17. Assist with planning and execution of departmental special projects and events.
18. Perform other related duties as assigned.

Job Requirements

MINIMUM QUALIFICATIONS

1. Three years of full-time or equivalent part-time experience in office management, office administration, business administration or business management, or any equivalent combination of the required experience and the following 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 based on the proportion of the requirements completed. NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.*
2. Strong interpersonal and communication skills to work effectively with a diverse population of students, administrators, faculty and the public.
3. Ability to exercise discretion in handling confidential information.
4. Knowledge of FERPA regulations and College policies and procedures or the ability to read and interpret such.
5. High level of organizational and communication skills, flexibility, and the ability to work under pressure to meet deadlines with attention to detail and accuracy and handle multiple tasks simultaneously.
6. Knowledge of Windows-based software and PC functions.
7. Advanced experience with Microsoft Word, Excel, and PowerPoint, or equivalents.
8. Advanced experience with desktop publishing products such as Adobe Acrobat Pro DC.
9. Experience with videoconferencing platforms such as Zoom, Microsoft Teams, or a similar system.
10. Experience accessing data and running queries using the Student Information System.
11. Experience with Jenzabar or similar student enterprise system.
12. Unrestricted authorization to work in the United States.

ADDITIONAL PREFERRED QUALIFICATIONS

1. Bachelor's degree.
2. Experience in a fast-paced, health care or health sciences office environment.
3. Experience working in a community college setting.
4. Preference will be given to candidates who have experience, an appreciation for, and a commitment to, working in a global, multicultural academic setting.

Additional Information

COMPENSATION: Starting annual salary of $61,321.52 for 37.5 hours/week (Grade 17, Step I). Full time, AFSCME Unit Position. Candidates may qualify for placement above entry-level salary if currently employed in the State system. A copy of the full State Classification Specification for Administrative Assistant II is available in the Office of Human Resources, or at Massachusetts Department of Higher Education.

Includes participation in a comprehensive employee benefits program including membership in the Massachusetts State Employees' Retirement System.

APPLICATION DEADLINE: January 25, 2026

Please visit our website at www.capecod.edu for information on Cape Cod Community College.