Administrative Assistant I

Job Description:

General Statement of Duties:

The Lifelong Learning and Workforce Development Division (LLL & WFD) Administrative Assistant I position serves as the administrative conduit for Corporate Training, Community Education and Workforce Access and Education. Serving as the primary point of initial contact in the LLL/WFD Gardner office, the Admin. I facilitates interactions with internal and external constituencies across the division to allow for and maintain efficient and effective delivery of services. The Admin. I plays a strong role in assisting with the orchestration of the Summer Adventures Program.

Responsibilities:

• Front line point of contact in Gardner LLL/WFD office;
• Scheduling of meetings;
• Administrative support in processing and overseeing invoices, billing, IPR's and contracts;
• Knowledge of and proficiency working with Banner;
• Knowledge of and proficiency working with 3D Cart;
• Assist in training others in Banner and 3D Cart;
• Interact with Student Accounts reconciling refunds and accounts due;
• Keep detailed account of Community Education's third party vendors; contract compilation and reconciling payments due by vendors;
• Create and oversee noncredit course CRN's for MWCC;
• Input, edit and manage CRN's for non-credit bulletin and Summer Adventures program;
• Assist with compilation, review and reconciliation of data for state reporting of noncredit enrollments;
• Prepare reports as requested;
• Sr. Manager of Workforce Operations support to include office support, event registrations and youth student registration and accounts management;
• Assists with reserving classroom/meeting space;
• Support and assist the Senior Manager of Workforce Operations with the Summer Adventure program in the following ways: Assist in the coordination of activities and daily operations; assist with Summer Adventure marketing materials and campaign; assist with recruitment, hiring and orientation of Summer Adventure personnel; assist with collection and processing of paperwork required by participants attending the Summer Adventure program; Assist with tracking budget and revenues as they pertain to the Summer Adventures program;
• Perform other job related duties as required or assigned by the Associate Director of Corporate Training & Community Education.

For complete union specifications please click HERE

Requirements:

Minimum Qualifications:

• Applicants must have at least 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, or 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.

Required Knowledge, Skills, and Abilities:

• Excellent customer service skills;
• Excellent oral and written communication skills;
• Ability to work effectively on a team and independently;
• Experience with shared document systems (Microsoft 365, Google Workspace, etc.);
• Ability to maintain accurate records, files, and databases;
• Understanding the importance of maintaining confidentiality and handling sensitive information appropriately;
• Ability to prioritize tasks, manage time effectively, and handle multiple assignments concurrently;
• High level of accuracy in data entry, document preparation, and proofreading;
• Ability to adapt to changing priorities, procedures, and tasks in a dynamic environment.

Desired Qualifications:

• Bilingual skills is a plus;
• Experience with Banner.

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.

Additional Information:

Salary: $51,201.80-$71,952.66

An appointment made from outside the bargaining unit will be at step one unless the collective bargaining agreement dictates otherwise.

Grade: 15
Employee Status: Full Time
Benefits: Yes
Hours per Week: 37.5
Number of Weeks: 52

Mount Wachusett Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, sex, disability, religion, age, veteran status, genetic information, pregnancy or related conditions, gender identity, sex characteristics, sex stereotypes 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 Sex-Based Harassment. Inquiries or complaints concerning discrimination, harassment, or retaliation shall be referred to the College's Affirmative Action Officer 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.

Application Instructions:

Candidates for employment should be aware that although the COVID 19 Vaccination Requirement Policy is no longer in effect, all Community College students, faculty and staff are strongly encouraged to be up to date with vaccination against COVID-19. For additional information related to the status of the COVID19 Vaccination Requirement Policy, please visit: https://mwcc.edu/covid/

The following documents are required:
1. Resume
2. Cover Letter

Anticipated Effective Date: August 2024

Priority will be given to applications received prior to August 16, 2024

Applications will continue to be accepted until the position is filled.

Candidates may be subject to employment screening to include both a Criminal Offender Record Information (CORI) request and a Sexual Offender Registry Information (SORI).