Administrative Assistant I - Adult Education - Bristol Community College

Job Description

POSITION TITLE: Administrative Assistant I

DEPARTMENT: Economic & Business Development - Adult Education

REPORTS TO: Director of Adult Education

LOCATION: Fall River, MA

POSITION STATUS: This is a full-time, state funded, AFSCME, unit-classified position with benefits. AFSCME Unit I, Grade 15, Step 1

SALARY: $53,792.70 annually

STATEMENT OF DUTIES

The Administrative Assistant I provides administrative support to the Adult Education department, including but not limited to the Fall River, Taunton, Attleboro, Transitions and MassSTEP programs. The Administrative Assistant I also acts as the area liaison with other college offices, personnel, and students. Typical duties would include managing the daily operations of Adult Education, coordinating meetings & events, running reports, tracking budgets, and supporting the Director and staff.

Essential Functions, Duties, And Responsibilities

• Work with key operational areas of the college, including Information Technology Services, Facilities and the Registrar, among others, to manage and support the daily operations of the Adult Education department, while assisting students and staff.
• Operate standard office equipment including computer/laptop, printer, copier, fax machine, office/college telephone system.
• Use computer and software applications, including but not limited to Microsoft Office 365, Teams, Word, Excel, Publisher, PowerPoint and Outlook, to collaborate with Adult Education department and college staff to produce related documents.
• Provide support to the Director in tracking the Adult Education department's college budget, including processing various related forms, such as request for expenditures, budget modifications, Personnel Action Forms and other budget/expense related documents.
• Work with the Director and Associate Directors to collect and compile data for internal/external reports using the college's software platforms and Excel.
• Provide administrative support to committees and meetings led by the Director, which may include but is not limited to duties such as creating minutes, agendas, and committee lists.
• Provide general administrative support to the Director through duties such as, but not limited to, scheduling meetings, placing telephone calls and making travel arrangements.
• Process other college/staff related requests including, but not limited to, computer and telephone access requests, travel vouchers and other college related documents.
• Support office communications among staff through various means, such as phone and email.
• Manage/monitor program and department email lists, directing program inquiries appropriately and maintaining student waitlists where necessary.
• Support the management of the Adult Education department electronic folders and maintain departmental staff lists and organizational charts.
• As necessary, provide assistance to Adult Education department staff at all sites (e.g., management and dissemination of class materials including rosters, syllabi, and/or instructional materials).
• Use college/Adult Education department software, including but not limited to Banner, Argos, EMS Scheduling, LACES or educational programs, to input and manage student data and run various reports, course schedules, and/or class rosters for all Adult Education sites.
• Execute personnel action forms (PAFs) and other related personnel forms as they pertain to all Adult Education department employees.
• Provide assistance on mailings and other lists through mail merges and other Microsoft Office programs and perform mass mailings through email or postal to students, advisory boards, and regional partners.
• Manage and maintain the Adult Education department's social media accounts and presence to support Adult Education programs in student recruitment and community building, including regularly posting program information and monitoring activity.
• Work collaboratively with Adult Education departmental staff to manage the department's Coursestorm sites.
• Participate in and support college and departmental events and special projects.
• Manage and schedule Adult Education department meetings; coordinate the reservation of facilities, technologies, and other support services as necessary.
• Serve as a point of contact for prospective and enrolled students, as well as visitors, scheduling and referring them to program staff and following up as appropriate.
• Demonstrate a sense of professionalism and consistently reflect Bristol's core values while interacting with members of the Bristol community.
• Focus on the Commonwealth's Equity Agenda by applying related best practices throughout all job functions.
• Perform other duties as assigned, consistent with the Collective Bargaining Agreement.
  
  

Requirements

REQUIRED QUALIFICATIONS

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 or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. An Associate 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.
  
  

Additional Required Qualifications

• Reliable transportation in order to travel to and from meetings, trainings, or campus and community locations as required.
• Knowledge of the principles and practices of office management, including customer service and problem-solving skills.
• Knowledge of the methods of general report writing.
• Demonstrated skills in the use of software applications and computer equipment.
  
  

Demonstrated ability to

• Exercise discretion in handling confidential information.
• Communicate effectively verbally and in writing.
• Assemble items of information in accordance with established procedures.
• Determine proper format and procedure for assembling items of information.
• Deal tactfully with others.
• Work occasional evening or weekend hours, based on program needs.
• Work effectively with a diverse student body, faculty, and staff.
  
  

Preferred Qualifications

• Minimum of an associate degree.
• Demonstrated experience working in a higher education environment.
• Working knowledge of Microsoft Office, Office365, Banner and Argos.
• Ability to communicate in a language in addition to English, with a preference for Spanish or Portuguese.
  
  

Additional Information

Equal Opportunity/Affirmative Action

Bristol Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran or military status, genetic information, gender identity, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the College's Title IX and Affirmative Action Officer, Johanna Bielawski at diversitytitleix@bristolcc.edu or 774.357.2681; the Massachusetts Commission Against Discrimination; the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Right.

Application Instructions

TO APPLY: Please complete our online application by clicking on the "Apply" button. The position will be open until filled. Review of applications will begin 10 calendar days from the posting date.

Requirements To Complete Application Process

• A completed Bristol Community College Employment Application.
• A current resume/curriculum vitae.
• A cover letter that demonstrates how your skills and experience meet the desired and required qualifications of the position (not limited in length).
  
  

All candidates must have legal authorization to work in the United States. Bristol Community College is an institution that does not sponsor work authorization.

A pre-employment criminal background check will be conducted for all positions.

The college will independently verify education credentials as provided on the application. For certain positions that require a college degree, the hired candidate must supply official transcripts upon hire. Transcripts must include your name and degrees conferred.