Administrative Assistant II - Springfield Technical Community College

The Administrative Assistant II assists the Dean and the Assistant Dean in the School of Liberal and Professional Studies (LAPS) with the school's administrative activities, coordinating various administrative processes and projects. This position provides a full-range of administrative support activities and is a frequent point of contact for faculty, staff, and students.

RESPONSIBILITIES:

• Provide friendly customer service to students, faculty and staff that interact with the School of Liberal and Professional Studies.
• Provide outreach and follow-up as needed to students with course schedule changes.
• Communicate and record time-sensitive student complaints, ensuring that all students are seen by the appropriate faculty or dean to provide support based on their specific needs.
• Work with department chairs to prepare the Master Course Schedule for each semester and maintain that all information recorded in Datatel is accurate and up to date.
• Assist with preparation, coordination and the implementation of the LAPS annual budget including the following.
• Create Purchase Requisitions and Blanket Purchase Orders.
• Review and process travel requests, book purchases, catering services, classroom equipment and office supplies.
• Send authorized payment requests and received invoices to the Accounts Payable Department.
• Create part-time payroll for faculty members.
• Transfer budgets and process Budget Adjustment Forms.
• Record all full-time faculty workloads for each term.
• Assist the Deans to varying degrees in maintaining financial control of department accounts by reconciling purchases to Financial Service reports, tracing income, expenditures and transfers.
• Maintain the LAPS faculty tenure and classification change in rank records.
• Schedule all full-time faculty evaluations and reviews.
• Research, gather, review and analyze data; prepare data summaries; and assist in the creation and dissemination of
• surveys, studies, and reports.
• Assist the Deans with creating agendas, recording meeting notes, scheduling calendar appointments and interview processes, and provide assistance with special projects as needed.
• Record time attendance each week for all of the LAPS faculty members.
• Support the administrative business functions of the school by maintaining the departmental website and databases, scheduling the use of conference rooms and maintaining security of equipment, files and records.
• Schedule classrooms as needed.
• Obtain equipment, services and supplies needed by the school by maintaining an inventory of office supplies, purchasing computers, furniture and equipment. Determine the appropriate method to pay for goods or services.
• Arrange meetings and interviews, order food, set-up and organize conference rooms, handout agendas and materials, and take notes when needed.

• Three (3) years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management.
• Familiarity working with databases, data-mining, and building data visualizations (Excel, Tableau).

Preferred Qualifications:

• An Associate's Degree from an accredited college in an administrative field and/or five-year experience in an administrative position.
• Bilingual, preferred.
• Experience working in a higher education environment or with faculty in an educational setting.

EQUIVALENCY STATEMENT:

Applicants who do not meet the qualifications as stated above are encouraged to put in writing precisely how their background and experience have prepared them with the equivalent combination of education, training and experience required for the responsibilities of this position.

Salary: $2405.69 Bi-Weekly, Grade 17, Step I https://www.mass.edu/forfacstaff/classificationspecs/home.asp
Benefits: Yes, Full Time
Union: AFSCME
Grant Funded: No
Closing Date: Open Until Filled

All candidates must have legal authorization to work in the United States. Springfield Technical Community College is not sponsoring H1B Visa.

INFORMATION AWARENESS SECURITY TRAINING:

Candidates for employment should be aware that all STCC employees are required to complete Information Awareness Security Training within thirty days of their orientation date and annually thereafter.