Job description

Administrative Assistant II - Admissions
Lowell, MA;

Full-time Staff – Mar 10, '23

About Middlesex Community College:

Middlesex Community College (MCC), established in 1970, provides access to affordable education for a diverse community from all ethnic backgrounds and identities, preparing individuals for success and lifelong learning. We promote academic excellence, provide workforce development opportunities, and empower all learners to become productive and socially responsible members of our local and global communities.

The College provides a broad range of services that are essential to attract, reward, and retain talented faculty and staff. The MCC community promotes a culture of inclusion in which our employees feel supported and empowered to best serve our diverse student population. We are proud to offer our classes on both the Bedford and Lowell campuses, as well as a robust online course offering. MCC is committed to transforming lives as we educate, challenge, and support all students as evident in our strategic plan.

As an Affirmative Action employer, MCC strongly encourages members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence to apply.

Please apply directly to this position via Middlesex Community College's Employment Opportunities webpage: https://middlesex.interviewexchange.com

Job Description:

Title: Administrative Assistant II

Unit: AFSCME Unit I, Grade 17

Department: Admissions and Student Recruitment

Reports to: Assistant Dean of Admissions

Date: March 10, 2023

General Summary: The Administrative Assistant II for the Admissions & Recruitment Department provides office management and oversight to the department. The position is responsible for the administrative functions of the department including, but not limited to, responding to prospective student inquiries in person, via phone or through email, data entry and reconciliation using various student information systems and reporting tools and the distribution of recruitment information.

Duties and Responsibilities:

• Procure and sustain Admissions recruitment materials and supplies.
• Respond to admission office inquiries via incoming phone calls and walk in traffic.
• Responsible for answering admissions general email and supporting additional admissions inboxes.
• Provide admission information to prospective students, the internal College community, as well as educational, community and business and industry organizations.
• Schedule prospective student appointments.
• Respond to student problems and requests, resolving issues concerning admission, enrollment, retention, withdrawal, and transfer procedures where possible, referring inquiries to other appropriate personnel as necessary.
• Use available technology such as SCT Banner admissions modules, ARGOS reports and HelioCampus reports, and the Target X CRM to retrieve information related to admissions and enrollment services.
• Maintain knowledge of academic curricular programs and in-depth knowledge of the admissions processes relating to selective programs.
• Assist parents of students and explain the rights and procedures with regards to the Family Education Rights and Privacy Act.
• Register new and visiting students for credit courses, verifying appropriate prerequisites.
• Coordinate dissemination of admission and recruitment information for recruitment events, admission requirements to the internal college community and the public which includes high schools, businesses and agencies.
• Utilizes the Target X CRM to input prospective student data and new student applicant information.
• Process purchase orders for the department and division as needed.
• Maintain accurate records related to department and division budgets.
• Assist with the collection and data entry of eligible programs in the Mass Training Pro system.
• Assist with event creation and tracking in the Target X CRM.
• Participate in admissions outreach initiatives, phone, email or text campaigns.
• Supervise and train work study students.

Requirements:

Minimum Qualifications:

• At least (A) three (3) years of full-time or equivalent part-time experience in office work or (B) an equivalent combination of the required experience and the substitutions below:A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for one year of the required experience.
• A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.
• A diploma for completion of a one-year, full-time or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.
• A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized non-degree granting business or secretarial school above the high school level may be substituted for the required experience.
• Education toward any such degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.
• Ability to understand, explain and apply the laws, rules, policies and procedures governing assigned college activities.

Ability to maintain accurate records, including the ability to enter data into electronic forms and/or software programs.

• Ability to assemble items of information in accordance with established procedures
• Ability to follow written and oral instructions.
• Ability to establish and maintain harmonious working relationships with others.
• Ability to communicate effectively in oral and written expression.
• Ability to deal tactfully with others and exercise sound judgment.
• Experience with equity-minded work and/or understanding of individuals of diverse identities such as race, ethnicity, socioeconomic level, sexual orientation, veterans, and individuals with different academic preparation levels and varying physical and learning abilities.

Preferred Qualifications:

• Bilingual skills a plus
• Ability to operate a personal computer and use word processing, spreadsheet and database software packages.
• Skill in keyboarding at a minimum rate of 40 words per minute.
• Ability to work accurately with names, numbers, codes and/or symbols
• Ability to file material in accordance with standard filing procedures.
• Ability to work independently, demonstrate initiative and follow through on projects

Additional Information:

Salary Range: $52,906.62 is the starting salary for a Grade 17 position at Step 1. Employees of Middlesex Community College are considered employees of the Commonwealth of Massachusetts and receive benefits, which include:

• High-quality and affordable health insurance through the Commonwealth's Group Insurance Commission (GIC)
• Competitive Dental and Vision Plans
• Flexible Spending Account and Dependent Care Assistance programs
• Low-cost basic and optional life insurance
• Retirement Savings: State Employees' Pension or Optional Retirement Program (ORP) and Deferred Compensation 457(b) plan or 403(b).
• 12 paid holidays per year and competitive Sick, Vacation, and Personal Time
• Tuition Benefits for employees and dependents at state colleges and universities
• Short-Term Disability and Extended Illness program participation options
• Professional Development and Continuing Education opportunities
• Cell Phone Bill Discounts with Verizon and T-Mobile Cell Phone Carriers
• Access to the Commonwealth's Mass4You, employee assistance program
• Free employee parking on Bedford and Lowell campuses
• Eligibility towards Public Service Loan Forgiveness (PSLF)

Location: Lowell campus with occasional travel to Bedford as needed

Hours: 37.5 hours per week, schedule to be determined upon hire, This position will be eligible for a maximum of two days of telework in accordance with the College's telework policy.

Expected Start Date: April 2023

Application Deadline: March 31, 2023

Application Instructions:

Please apply directly to this position via Middlesex Community College's Employment Opportunities webpage: https://middlesex.interviewexchange.com

All applicants must apply online by submitting:

• Cover Letter
• Resume
• Names and contact information for three (3) professional references

Pre-Employment Requirements:

The College will not sponsor applicants for work visas.

Candidates for employment should be aware that all Middlesex Community College students, faculty, and staff are required to be fully vaccinated. Accordingly, initial employment is dependent upon receipt and verification of full vaccination status records; details of how to fulfill vaccine record verification requirements will be provided during the hire and onboarding process. Please review the College's COVID-19 Vaccine Policy for Employees for more information.

Successful applicants will be required to complete a Criminal Offender Record Information (CORI/SORI) request.

Middlesex Community College only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you do not have access to a computer, please contact Human Resources at careers@ middlesex.mass.edu.

Middlesex Community College strives to make the application and interview process accessible for all applicants but understands that applicants may still encounter barriers due to ability, language, or technology. If we can make the process any more accessible for you, contact Human Resources at 781-280-3549 or careers@ middlesex.mass.edu.

Job Type: Full-time

Pay: From $52,906.62 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: One location

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