The Administrative Assistant I position reports to the Dean of Nursing and Allied Health and provides administrative support to the Dean of Nursing and Allied health, the Associate Dean of Nursing, faculty, staff and students within the Division of Nursing and Allied Health.

Responsibilities and Duties:

• Assist in providing administrative support to faculty and staff within Division of Nursing and Allied Health
• Proofread and review materials and maintain 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
• Assist and oversee execution of accreditation requirements for healthcare programs
• Serve as the CORI/SORI Officer for the Division
• Assign courses in the Banner system
• Handle faculty evaluation forms (fulltime and DCE) in a confidential manner
• Assemble and mail packets to newly admitted students
• Assist with special projects, such as pinning ceremonies, open house, and tours as assigned
• Assist with purchase orders, budget process and direct payments
• Work with faculty to collect forms and paperwork as required by union contract
• Work with the Dean to create semester schedule for all Division programs and input master schedule
• Coordinate and schedule fit-testing for healthcare students
• Send student medical documents to clinical sites
• Work with Dean and faculty to via Microsoft Office and database systems to input data on course instructor assignments and roles
• Work with department chairs, clinical coordinators, and faculty for database immunization tracking/compliance; resolve issues for students uploading documents to online health portal
• Provide general support (directing students, mail, supplies) for faculty outside Nursing and Allied Health
• Monitor and manage data having major FERPA, HIPAA, academic or financial impact or accountability for the Division
• Select, train, supervise, evaluate and maintain work-study students as needed

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 and other college 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
• 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: May 14, 2023