The Administrative Assistant I position reports to the Staff Associate in Academic Affairs and provides administrative support to the Vice President of Academic Affairs, faculty, staff and students within the Academic Affairs Department.

Responsibilities and Duties:

• Assist in providing administrative support to faculty and staff within Academic Affairs
• Proofreads and reviews materials and maintains appropriate confidentiality and discretion of all records and correspondence
• Receive and manage inquiries to the division by mail, email, phone, and in person
• Greet faculty, staff, students, and other guests that visit the office suite and provide assistance accordingly
• Process purchase requisitions, order supplies, manage departmental budget, and aid faculty seeking reimbursement for professional development
• Collaborate with college departments to create and maintain academic governance schedule
• Communicate with Student Life, divisional administrative assistants, and other academic support services regarding student, faculty, and unit professional needs on academic governance committees
• Collect curriculum proposals and assemble agenda for Curriculum Committee meetings
• Prepare monthly academic governance packets for distribution
• Schedule, organize, and attend Curriculum Committee and Academic Senate meetings
• Take minutes at Curriculum Committee and Academic Senate meetings and address faculty, staff, and student concerns regarding academic governance as appropriate
• Assist in making corrections to curriculum submissions where appropriate
• Assist in securing signatures and approvals of all pending policy statements and curriculum items
• Work in partnership with the Registrar's Office, Admissions, College Communications, and Enrollment Management to ensure that all curriculum changes and policy statements are implemented in a timely manner
• Oversee Faculty Scholar Awards scholarship and work with Student Accounts to ensure appropriate disbursement to transfer institutions on behalf of the recipient
• Manage Academic Senate election process and ensure that all standing committee vacancies are filled in accordance with by-laws
• Archive all meeting minutes and changes to curriculum or college policy for posterity
• Process tuition remission forms and correspond with Human Resources regarding their status
• Provide support for the maintenance of shared email inbox

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.

Preferred Qualifications:

• Associate's Degree in Liberal Arts, Business or Office Management
• Working knowledge of Microsoft Office, especially Word, Outlook, and Excel
• Critical knowledge of and usage of Banner, Interview Exchange, Self-Service Time and Attendance systems
• Minimum of five years full-time or equivalent part-time office work
• Experience working in higher education, preferably in a community college
• Attention to detail and the ability to multi-task are key
• Confidentiality is essential
• Experience taking meeting minutes and transcribing minutes
• Knowledge of college governance and standing committees
• Ability to work constructively with diverse workforce and student population
• Capable of working independently as well as part of a team
• Strong planning, verbal and written communication skills

Position Status: AFSCME union position, full-time, state-funded with benefits

Hours: 37.5 hours per week, occasional nights and weekends as needed

Salary: $1,820.73 bi-weekly ($47,338.98 annually) Grade 15, Step 1

Worksite: This position will be primarily assigned to the Brockton Campus but assignments may include all Massasoit sites.

Classification Specification is available at: https://www.mass.edu/forfacstaff/classificationspecs/home.asp

Deadline to Apply: June 4, 2023