Title:  Full-Time Administrative Assistant I   

Unit: AFSCME, Unit 1

Department: Academic Affairs, STEM

Reports To: Dean of STEM

Date: 5/5/2022

General Summary:. The administrative assistant I assists a diverse faculty and student body in the Talbot Building as needed and responds to inquiries and concerns in a problem-solving, customer service mode, by assessing the nature of the inquiry or concern and determining the best method to answer an inquiry or resolve a concern.  The administrative assistant provides administrative support for building faculty.  

Essential Duties and Responsibilities: 

• Create a welcoming environment for all faculty, staff, students and visitors; respond professionally to all inquiries and requests in person, by phone and email; engage in problem-solving or refer as appropriate.
• Support the daily operations of the Talbot Building in an efficient and professional manner
• Coordinate student evaluation process for part-time faculty based in Talbot Building to ensure confidentiality of process by inventorying packets, documenting faculty receipt, documenting return by students; following up to ensure all are returned; and arranging transport of completed evaluations.
• Administratively support the faculty and Biological Sciences Lab Tech in the Talbot Building by:
  • Maintaining confidentiality of sensitive or confidential information such as exams and personal contact information;
  • Providing general information and general problem-solving concerning Middlenet, Blackboard, BANNER, Navigate and other programs.
  • Generating class rosters in Banner for faculty and support staff
  • Serve as building contact for distribution of notices, including college closings due to inclement weather; process and distribute mail for the building; notify faculty of uncollected mail or packages.
  • Assigning faculty mailboxes
  • preparing, updating and copying syllabi, exams, class materials
  • providing technology support and training;
  • ordering desk copies of textbooks;
  • sorting and distributing mail to Talbot Building faculty and staff;
  • mailing out packages and signing for incoming deliveries;
  • maintaining and ordering various office and copy room supplies for the Talbot Building;
  • maintaining copy and fax machines, changing toner, stapler cartridge and other maintenance procedures;
  • utilizing the R25 electronic reservation system to book conference rooms and classrooms throughout the campus;
  • submitting work orders for building maintenance and classroom needs via the Facilities Department's School Dude system.
  • submitting work orders for technical needs via the IT service Desk
• Process and file purchase orders to support science faculty and Biological  sciences Lab Tech.
• Other duties as assigned

Applicants must have at least (A) two 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, (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 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.

QUALIFICATIONS REQUIRED AT HIRE:

1.  Ability to give written and oral instructions in a precise, understandable manner.

2.  Ability to understand, explain and apply the laws, rules, policies and procedures governing assigned unit activities.

3.  Ability to maintain accurate records, including the ability to enter data into electronic forms and/or software programs.

4.  Ability to gather information by examining records and documents, including online.

5.  Ability to work accurately with names, numbers, codes and/or symbols.

6.  Ability to assemble items of information in accordance with established procedures.

7.  Ability to follow oral and written instructions.

8.  Ability to file material in accordance with standard filing procedures.

11. Ability to communicate effectively in oral expression.

12. Ability to establish and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.

13. Ability to deal tactfully with others.

14. Ability to determine proper format and procedure for assembling items of information.

15. Ability to perform arithmetical computations with speed and accuracy.

16. Skill in operating general office equipment such as telephone, copy machine, fax machine, shredder, calculator, typewriter, personal computer, printer, electric stapler or similar equipment.

17. Ability to learn and effectively use Microsoft Office software.

18. Ability to work independently on projects.

19. Knowledge of the principles and practices of office management.

20. Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.

21. Ability to gather information through questioning individuals and by examining records and documents.

22. Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.

23. Ability to exercise sound judgment.

24. Ability to exercise discretion in handling confidential information.

25. Ability to prepare and use charts, graphs and tables

26. Experience with equity-minded work and/or understanding of individuals of diverse identities such as race, ethnicity, socioeconomic level, sexual orientation and veterans including those with different levels of academic preparation, varying physical and learning abilities. 

This is a full-time, benefitted, AFSCME position within Unit I. 

Salary Range: Grade 15, Starting salary at Step 1 is $46,410.78 annually in accordance with the AFSCME Collective Bargaining Agreement. 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)
• Reasonable 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 Benefit for employees and dependents at state colleges and universities 
• Short-Term Disability and Extended Illness program participation options 
• Professional Development and Continuing Education opportunities
• Qualified Employer for Public Service Student Loan Forgiveness Program
• 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 

Location: Lowell campus with occasional assignments on the Bedford Campus 

Hours: Full-time - 37.5 hours per week, Monday through Friday; 8:00am - 4:00pm.

Expected start date: May/June 2022

Application Deadline: May 26, 2022

The College will not sponsor applicants for work visas. 

COVID VACCINATION REQUIREMENT: Candidates for employment should be aware that all Middlesex Community College students, faculty and staff are required to be fully vaccinated by January, 2022. Accordingly, initial employment is dependent upon receipt and verification of full vaccination status records; details of how to fulfill vaccine record verification requirements will be provided during the hire and onboarding process.