Administrative Assistant II

Position: Administrative Assistant II - Mount Wachusett Community College
Job Description:

General Statement of Duties:

The Administrative Assistant II for the Nursing and Health Sciences Division will administrative support for the NHS Division Dean, faculty and staff;
Prepare specific reports as requested by school dean;
Prepare and maintain full-time faculty payroll and attendance for the NHS Division;
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, department chair, department and SPE 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. Creates a welcoming environment in this student facing role.

Responsibilities:

* Provide administrative support to the NHS Dean, various division faculty and staff.

* Create and update clinical contracts in a centralized electronic system for all NHS programs and files bi-annually;

* Customer service and support to students and other departments including managing phone calls and email responses;

* Collect and maintain student and faculty data for preparation of any of the annual accreditation reports;

* Provide and maintain accreditation compliance documents as requested by Compliance officer;

* Track and submit all divisional full-time faculty attendance;

* Update Paramedic Medical Director contract and payments;

* Prepare and maintain FESHE report for Fire Science Department Chairs;

* Coordinates scheduling interviews for full and part time faculty; including collecting HR required paperwork and checking references of candidates and forward to HR once completed;

* Assists the dean in organizing MCCC Contract for F/T Faculty;

* Collecting documents, maintain the required folders including the following items: workloads, advisor logs, pre/final college service, syllabi, faculty checklists, summary evaluations, classroom/instructional observations, preferred teaching, rank changes, and tenure. Requests personnel files from HR in a timely manner prior to dean review;

* Collect and track Adjunct Faculty syllabi/checklists and disperse to Dept. Chairs for approval. Review checklists and in collaboration with the dean notify faculty of any corrections that need to be made and document as such. Create and maintain electronic files for completed checklists;

* Creates requisitions and tracks departmental purchasing for the division;

* Organize and attend all school and department meetings, transcribe meeting minutes to be approved at the next scheduled school or department meeting by sending the meeting minute draft to faculty for edits. Create and maintain electronic files for approved meeting minutes for each department;

* Assist Veterinary Technology and Paramedicine Department Chairs each month with entering SPE data from meeting minutes into the associates SPE living document in preparation for accreditation;

* Assist Veterinary Technology and Paramedicine Department Chairs in maintaining SPE repository;

* Prepare daily enrollment report for Dean of Nursing and Health Sciences;

* Notify Dean of courses that are under enrolled one month and then two weeks prior to semester start;

* Prepare admission packets for each NHS Program in collaboration with Department Chairs;

* Organize and attend all Welcome Sessions for Nursing, Veterinary Technology and Paramedicine and prepare new nursing students' welcome packets as needed;

* Prepare students' letters and/or forms in collaboration with the Dean as indicated;

* Track nursing students' attendance in collaboration with program faculty and clinical coordinator if applicable;

* Submit students' withdrawal paperwork to the Records Department as indicated;

* Assist faculty with preparation for all Pinning/ Graduation Ceremonies for Nursing and Health Sciences;

* Submit room reservations, work order, Helpdesk requests, Print Shop requests, and Food order requests;

* Prepare mailings and schedule meetings as directed;

* Support faculty and staff with travel documentation, arraignments, and reimbursement;

* Support Program Chair with preparation of biannual advisory board meetings;

* Assist Department Chairs with handbook review, updates and printing annually;

* Flexes schedule as needed to accommodate meetings and events after 4pm.

* Other duties as assigned.

For complete union specifications please

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…