Job Description:

General Statement of Duties:

Provide administrative support for the school deans, faculty and staff; Prepare specific reports as requested by school dean; Prepare and maintain adjunct nursing faculty payroll and attendance; Manage phone calls, send and respond to emails, prepares mail correspondence; communicate with students, faculty and staff; organizes the tracking and filing MCCC annual faculty documents; Maintains faculty and student files; coordinates meetings and interviews; maintains divisional meeting minutes as required; Assists faculty with planning pinning ceremonies, Maintains complex calendar to ensure office coverage for student facing roles; Creates PARs in collaboration with HR department and perform related work as required.

Responsibilities:

• Provide administrative support to the division deans, various division faculty and staff.
• Customer service and support to students and other departments.
• Collect and maintain student and faculty data for preparation of any of the annual accreditation reports.
• Maintain accreditation compliance documents as needed.
• Collect accreditation required data as necessary.
• Track adjunct faculty attendance each semester.
• Coordinates scheduling of interviews for full and part time faculty; including collecting HR required paperwork from candidates and forward to HR once complete and check references.
• Assists the dean in organizing, MCCC Contract for F/T Faculty. Collecting documents, maintain the required folders including the following items: workloads, advisor log, pre/final college service, syllabi, faculty checklists, summary evaluations, classroom/instructional observations, preferred teaching, rank changes, and tenure.
• Collect and track Adjunct Faculty syllabi/checklists and disperse to Dept. Chairs for approval. Review checklists and give to the dean for review if there are any issues. Document issues. Maintain electronic file for checklists
• Creates requisitions and tracks departmental purchasing for the division;
• Organize and attend school meetings, record minutes and send to faculty members for approval.
• Creates, emails and shares results of survey for various programs.
• Collect required paper work from nursing students and faculty.
• Maintain nursing students' and adjunct faculty files specific to licensure and accreditation.
• Track adjunct and maintain files for faculty health/immunizations records, CPR cards, and nursing license for compliance.
• Prepare admission packets for each cohort in collaboration with Department Chairs.
• Organize and attend Nursing Welcome Sessions for all nursing cohorts and prepare new nursing students welcome packets.
• Prepare students letters and/or forms for a variety of reasons.
• Track nursing students' attendance in collaboration with Department Chairs.
• Submit students' withdrawal paper work in collaboration with Department Chairs.
• Assist faculty with preparation of the Pinning Ceremonies.
• Submit room reservations, work order, Helpdesk requests, Print Shop requests, and Food order requests.
• Respond to phone calls and emails.
• Prepare mailings.
• Schedule meetings.
• Other duties as assigned.

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Requirements:

Minimum Qualifications:

• Applicants must have at least three 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 a maximum of two years of 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.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

Required Knowledge, Skills, and Abilities:

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 varied ethnic, cultural and/or economic backgrounds.

19. Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and /or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.

20. Ability to exercise sound judgment.

21. Ability to exercise discretion in handling confidential information.

22. Knowledge of the principles, practices and techniques of supervision.

Desired Qualifications:

• Associates Degree

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: $57,223.66-$80,736.24

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

Grade: 17
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, gender, 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 .

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: June 2024

Priority will be given to applications received prior to May 17, 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).