Administrative Assistant II, Student Support Services - Middlesex Community College

(SASS), the Wellness Resource Center (WRC), RISE Scholars, and TRIO Programs. This position serves as a primary point of contact for students, faculty, staff, and external partners. This role coordinates office operations; assisting students in accessing accommodations, wellness resources, testing services, and support programs; maintains confidential records; supporting departmental communications and events; and providing administrative, budgetary, and logistical support to ensure the effective delivery of student support services. Duties and Responsibilities: Primary Responsibilities Provides reception, administrative, and general office support for Student Support Services, including creating a welcoming environment; answering phones; greeting visitors and individuals with scheduled appointments; assisting with scheduling; providing information about departmental processes; supporting departmental operations; prioritizing mail and messages; and coordinating the dissemination of materials and information. Assists with and provides support for scheduling systems, work orders, Banner information systems, email, voicemail, printers, copiers, and other database and document-processing systems. Maintains associated email inboxes and voicemail boxes, including Student Access, Student support, Wellness, Accommodated Testing, and Student Support Services. Manages SharePoint, OneDrive, and shared drive sites, files, permissions, and related departmental records. Coordinates the updating and maintenance of departmental literature, forms, and website editor for Student Support Service areas. Facilitates departmental events by reserving rooms, arranging auxiliary equipment and supplies, and completing online requests as required. Assists with start-of-semester activities, orientation programs, Commencement, Ask Me booths, and other programs administered through Student Affairs. Participates in scheduled department meetings. Attends division and college-wide meetings as scheduled or reviews available information, if unable to attend. Department Representation and Communication Explains departmental procedures, maintains confidentiality, and directs individuals to appropriate departments as needed. Interacts with and maintains contact with students; faculty, staff, and administrators; medical providers; school district contacts; and representatives from relevant agencies (e.g., Massachusetts Commission for the Blind and the Massachusetts Commission for the Deaf and Hard of Hearing). Answers inquiries, provides information, engages in problem-solving, maintains confidentiality, and refers matters to appropriate staff as needed. Administrative Support Provides administrative support for departmental and committee meetings, including scheduling meetings, preparing materials, taking and distributing meeting minutes, tracking action items, and maintaining related records while ensuring accuracy and confidentiality. Maintains an inventory of assistive technology equipment, supplies, and electronic forms, and processes purchase requests through electronic submission systems. Assists with reporting and budget-related activities, including monitoring funds; processing payments to student employees and contracted ASL interpreters; submitting budget requests and fund reallocations; accessing and printing budget reports; utilizing Banner and related tracking/reporting systems; processing purchase orders, and reimbursements; ordering supplies; assisting with new employee paperwork; and performing other administrative duties as needed Individual Office Support Understands multiple electronic systems utilized within the different areas (e.g., Accommodate, Medicat, Navigate, etc.). Interacts with students who have been referred by faculty or other departments as requiring accommodation support, follows established protocols, refers students to appropriate staff, and conducts follow-up as appropriate. Explains procedures for accessing SASS, WRC, RISE Scholars, and TRIO services while maintaining confidentiality and directing individuals to appropriate resources as needed. Assists students in accessing Accommodate, Medicat, and/or Navigate to schedule appointments and services, including intakes, advising, support services, accommodations, and testing. Schedules extended-time and distraction-reduced testing for students with accommodations, including coordinating and maintaining semester and final exam schedules. On an as-needed basis, assists with testing operations, including serving as the primary contact with faculty regarding the receipt and delivery of exams and administering exams in accordance with faculty instructions as needed. Receives, reviews, and maintains confidential files and records for Student Access and Support Services. Withdrawal and Return Processes Assists with Withdrawal for Extenuating Circumstances and Readiness to Return processes, including providing students with information and forms, following up with students, preparing electronic documentation packets for review, and maintaining related records. Job Requirements: Applicants must have at least three years of full-time (or equivalent part-time) experience in office or business administration, management, or related fields that included responsibilities such as budgeting, records management, personnel management, purchasing, accounting, contract administration, grants management, or program management. An associate's degree or higher in Business Administration, Business Management, or Public Administration may substitute for up to two years of the required experience. An associate's degree or higher in any other field may substitute for up to one year of the required experience. *Education completed toward a degree may also be credited on a prorated basis. Required Qualifications: Demonstrated ability to provide exceptional customer service in a student-centered environment. Strong organizational skills with the ability to manage multiple priorities, deadlines, and competing demands. Excellent written and verbal communication skills. Proficiency with Microsoft Office applications, email systems, database systems, and other office technologies. Ability to learn and effectively utilize student information systems, accommodations management software, and other department-specific applications. Ability to work independently and collaboratively as part of a team. Ability to establish and maintain effective working relationships with students, faculty, staff, administrators, and external agencies. Ability to maintain accurate records and prepare reports. Ability to exercise sound judgment, discretion, and professionalism when handling sensitive and confidential information. Preferred Qualifications: Experience working in higher education, student services, disability services, counseling, wellness services, or a related environment preferred. Experience using Banner, Navigate, Accommodate, Medicat, or similar student information and case management systems. Experience supporting students with disabilities, accommodations processes, or student support programs. Experience managing confidential records and documentation in accordance with applicable laws and regulations. Experience supporting budgets, purchasing, reimbursements, or payroll-related processes in an educational or public-service environment. Additional Information: Salary Range: $62,547.94 is the starting salary of an AFSCME, Grade 17, Step 1 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: Bedford campus with occasional travel to Lowell as needed. This position is an in-person position and requires regular, on-site presence at the College. This position is not eligible for a regular remote or hybrid work arrangement. Hours: 37.5 hours per week; schedule to be determined upon hire. The College offers flexible scheduling through its Flex Work Program , which allows eligible employees, with appropriate approval, to extend work hours on certain days to reduce or eliminate scheduled hours on another day. Expected Start Date: November 2026 Application Deadline: October 15, 2026