Administrative Assistant II - Mount Wachusett Community College

General Statement of Duties:

The Administrative Assistant II for the Nursing and Health Sciences Division will administrative support for the NHS Division Dean, faculty and staff; Prepare specific reports as requested by school dean; Prepare and maintain full-time faculty payroll and attendance for the NHS Division; Manage phone calls, send and respond to emails, prepares mail correspondence; communicate with students, faculty and staff; organizes the tracking and filing MCCC annual faculty documents; Maintains faculty and student files; coordinates meetings and interviews; maintains divisional, department chair, department and SPE meeting minutes as required; Assists faculty with planning pinning ceremonies, Maintains complex calendar to ensure office coverage for student facing roles; Creates PARs in collaboration with HR department and perform related work as required. Creates a welcoming environment in this student facing role.

Responsibilities:

• Provide administrative support to the NHS Dean, various division faculty and staff.
• Create and update clinical contracts in a centralized electronic system for all NHS programs and files bi-annually;
• Customer service and support to students and other departments including managing phone calls and email responses;
• Collect and maintain student and faculty data for preparation of any of the annual accreditation reports;
• Provide and maintain accreditation compliance documents as requested by Compliance officer;
• Track and submit all divisional full-time faculty attendance;
• Update Paramedic Medical Director contract and payments;
• Prepare and maintain FESHE report for Fire Science Department Chairs;
• Coordinates scheduling interviews for full and part time faculty; including collecting HR required paperwork and checking references of candidates and forward to HR once completed;
• Assists the dean in organizing MCCC Contract for F/T Faculty;
• Collecting documents, maintain the required folders including the following items: workloads, advisor logs, pre/final college service, syllabi, faculty checklists, summary evaluations, classroom/instructional observations, preferred teaching, rank changes, and tenure. Requests personnel files from HR in a timely manner prior to dean review;
• Collect and track Adjunct Faculty syllabi/checklists and disperse to Dept. Chairs for approval. Review checklists and in collaboration with the dean notify faculty of any corrections that need to be made and document as such. Create and maintain electronic files for completed checklists;
• Creates requisitions and tracks departmental purchasing for the division;
• Organize and attend all school and department meetings, transcribe meeting minutes to be approved at the next scheduled school or department meeting by sending the meeting minute draft to faculty for edits. Create and maintain electronic files for approved meeting minutes for each department;
• Assist Veterinary Technology and Paramedicine Department Chairs each month with entering SPE data from meeting minutes into the associates SPE living document in preparation for accreditation;
• Assist Veterinary Technology and Paramedicine Department Chairs in maintaining SPE repository;
• Prepare daily enrollment report for Dean of Nursing and Health Sciences;
• Notify Dean of courses that are under enrolled one month and then two weeks prior to semester start;
• Prepare admission packets for each NHS Program in collaboration with Department Chairs;
• Organize and attend all Welcome Sessions for Nursing, Veterinary Technology and Paramedicine and prepare new nursing students' welcome packets as needed;
• Prepare students' letters and/or forms in collaboration with the Dean as indicated;
• Track nursing students' attendance in collaboration with program faculty and clinical coordinator if applicable;
• Submit students' withdrawal paperwork to the Records Department as indicated;
• Assist faculty with preparation for all Pinning/ Graduation Ceremonies for Nursing and Health Sciences;
• Submit room reservations, work order, Helpdesk requests, Print Shop requests, and Food order requests;
• Prepare mailings and schedule meetings as directed;
• Support faculty and staff with travel documentation, arraignments, and reimbursement;
• Support Program Chair with preparation of biannual advisory board meetings;
• Assist Department Chairs with handbook review, updates and printing annually;
• Flexes schedule as needed to accommodate meetings and events after 4pm.
• Other duties as assigned.

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Job Requirements:

Minimum Qualifications:

• Applicants must have at least 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
• 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.

Required Knowledge, Skills, and Abilities:

• Knowledge of the principles and practices of office management;
• Knowledge of the methods of general report writing;
• Knowledge of the methods used in the preparation of 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 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 prepare and use charts, graphs, and tables;
• 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 establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds;
• 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.

Desired Qualifications:

• Associates Degree

Additional Information:

Salary: $61,321.52 - $86,518.12

An appointment made from outside the bargaining unit will be at step one unless the collective bargaining agreement dictates otherwise.

Grade: 17
Employee Status: Full Time
Benefits: Yes
Hours per Week: 37.5
Number of Weeks: 52