Middlesex Community College (MCC) employs over 1,000 people in full-time, part-time, faculty, professional administrative and support positions at campuses in both Lowell and Bedford. MCC is a dynamic institution, priding itself on the quality as well as the diversity of its programs. MCC is an Equal Opportunity Employer.
We are also committed to the recruitment and retention of a diverse workforce that reflects the communities we serve. We are an affiliate of the National Coalition Building Institute. We have significantly increased the diversity of our faculty and staff over the last five years, and are one of Massachusetts colleges participating in the Commonwealth Compact whose mission is to establish Massachusetts as a uniquely inclusive, honest and supportive community of -- and for -- diverse people, to acknowledge our mixed history in this effort, and to face squarely the challenges that still need to be overcome, understanding that the rich promise of the region's growing diversity must be tapped fully if Boston and Massachusetts are to achieve their economic, civic and social potential.
Applications for employment are considered without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, or veteran status. MCC strives for a faculty and staff that reflect its richly diverse community of students.
Middlesex 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 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 Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.
Prospective employees are encouraged to review the College's Annual Safety & Security Report, in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which can be found on the disclosure page of the College's website at: https://www.middlesex.mass.edu/disclosurestatements/campsecrpt.aspx
Position: Part-Time Administrative Assistant
Unit: Non-unit, non-benefited
Dept.: Science, Technology, Engineering & Math (STEM)
Location: Henderson Hall - Bedford Campus
Reports to: Dean of Science, Technology, Engineering and Mathematics (STEM)
Date: March 8, 2017
RESPONSIBILITIES: Assist a diverse faculty and student body in Henderson hall as needed and respond 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. Provide administrative support for the STEM division which includes assisting faculty and staff with: preparing reports, purchasing, compiling data, processing correspondence, maintaining records and files, scheduling meetings and appointments, receiving, copying and disseminating materials.
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
Provide administrative support for the STEM division by:
- Support the daily operations of the STEM division and Henderson hall, in an efficient and professional manner with minimal supervision while promoting the goals of the division and college.
- Creating a welcoming environment for all faculty, staff and students; responding professionally and calmly to all requests; engage in problem-solving as appropriate.
- Provide administrative support to the Dean of STEM and STEM administrative assistant, as needed.
- Generating class rosters in Banner for faculty
- Supporting special faculty projects; creating and utilizing an Access database to generate appropriate individualized correspondence on behalf of faculty;
- Assisting STEM department chairs by preparing and distributing departmental mailings; special projects as directed.
- Process and file purchase orders as needed.
- Provide information in person and via phone and email to students, faculty members, and other college staff, relating to STEM and college related matters.
- Maintain division and program materials in good order; arrange for re-supply of forms from facilities as needed; and provide routine maintenance/supplies for office equipment and order supplies as needed.
- Schedule meetings as required and coordinate with caterer, as needed.
- Support STEM administrative assistant with the coordination of the student evaluation process for Fall time STEM faculty 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.
Assist faculty and students in Henderson hall 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, and other programs.
- Coordinate student evaluation process for part-time faculty based in Henderson Hall 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.
- 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.
- Research and follow-up on requests by students or faculty
- Assign faculty mailboxes for Henderson Hall
- Responsible for submitting work orders for building maintenance and classroom needs; oversee inventory of and order office and copy room supplies for building as needed.
Other duties as assigned.
MINIMUM ENTRANCE REQUIREMENTS:
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.
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. Knowledge of the principles and practices of office management.
2. Knowledge of the methods of general report writing.
3. Knowledge of the methods used in the preparation of charts, graphs and tables.
4. Knowledge of the types and uses of general office equipment.
5. Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
6. Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
7. Ability to follow written and oral instructions.
8. Ability to gather information through questioning individuals and by examining records and documents.
9. Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
10. Ability to assemble items of information in accordance with established procedures.
11. Ability to determine proper format and procedure for assembling items of information.
12. Ability to prepare general reports.
13. Ability to maintain accurate records.
14. Ability to prepare and use charts, graphs, and tables.
15. Ability to communicate effectively in oral expression.
16. Ability to give written and oral instructions in a precise, understandable manner.
17. Ability to deal tactfully with others.
18. Ability to establish rapport and maintain harmonious working relationships with persons from diverse backgrounds, identities and abilities.
19. Ability to exercise sound judgment.
20. Ability to exercise discretion in handling confidential information.
21. Cultural awareness and competency demonstrated by working with and/or understanding of individuals of diverse identities such as socioeconomic level, sexual orientation, race, ethnicity and veterans including those with different levels of academic preparation, varying physical and learning abilities.
22. Bilingual skills preferred.
SALARY: $17.25 per hour without additional benefits.
HOURS: Averaging 18.5 hours per week to be scheduled (Not to exceed 962 hours in a fiscal year); Monday through Thursday, 8:30 AM-1:30 PM
START DATE : April, 2017.
APPLICATION DEADLINE: March 24, 2017
The College will not sponsor applicants for work visas.
Applicants interested in applying MUST submit the following documents via the online application:
1. Cover Letter
Follow the steps below.
After completing all of the steps below, please go back into the newly created account and double check that your resume, cover letter, application & disclosure forms were uploaded as requested and appear in the format you desire.
Middlesex Community College understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the Affirmative Action Officer at 781-280-3536
If you have any questions follow the link to the Help Desk noted in the menu above to the left.