Administrative Assistant II - CAL, LISI, and CATI

Overview

Workweek: 40 hours | Flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required.

The Administrative Assistant II is responsible for providing high-level administrative support to the department’s senior administrator(s) within an assigned College department and/or division. This person will offer outstanding customer service to employees, students and external customers while maintaining smooth operation of the department’s administrative functions. Their work is varied and will depend upon the needs of the department/division and the services their area provides to the greater MCC community.

DEPARTMENTAL SPECIFIC DUTIES: The Administrative Assistant II is responsible for providing advanced administrative support to the Directors of three related initiatives: the Center for Agrarian Learning (CAL), the Liebman Institute for Science Innovation (LISI) and the Center for Advanced Technology and Innovation (CATI). This includes ensuring smooth execution of daily administrative, financial, and event-related functions. The role involves managing multiple calendars, coordinating event outreach and communications including list-serv and social media posts, tracking marketing and advertising deadlines, and ensuring databases and contact lists are current.

The person will monitor budgets, order supplies, and process purchases and receipts via multiple platforms. They will also serve as the primary contact for event vendors, process contracts for guest speakers, and handle a variety of administrative support duties for each initiative.

• Provide administrative support and reception/customer service to the assigned department Administrator and department chairs, responding to inquiries from College employees, faculty, students, and community members
• Create and maintain documents (e.g. forms, presentation materials, meeting agendas, minutes), aligning with College branding standards
• Support projects (e.g. reports, communications) including gathering data, composing, proofreading, and disseminating information in various formats
• Assist with meeting and special event preparation (e.g. drafting agendas, sending invitations, scheduling facilities, taking minutes, arranging catering/other services); participate in events as requested
• Coordinate internal logistical arrangements for department-sponsored or college-sponsored events
• Coordinate external divisional/departmental activities as requested by the Administrator, including off-campus observations and external agency assessments
• Develop and maintain familiarity with the College Strategic Plan and related activities
• Assist in data gathering, documentation, and preparation of department procedures
• Compile information for governmental and institutional reports (ICCB, HLC, Program Reviews, course proposals, grant applications) and assist in preparing reports
• Facilitate the Administrator's academic administrative processes (e.g., TABS, syllabi collection, office hours/faculty schedules, student evaluations)
• Enter data and extract information from the College ERP or other systems, including generating reports, preparing NOAs/stipends, loading reports, and creating/updating course section builds
• Develop a working understanding of the budget process including payment requisitions, budget transfers, and ERP tracking; follow up on financial transactions and contracts, including grant-related contracts and expenditures
• Provide support for standing committees, advisory groups, shared governance, and/or division/department meetings; act as recording secretary and disseminate minutes
• Maintain an up-to-date central filing system
• Perform general clerical duties – word processing, filing, record keeping, manage supplies and materials, proofreading, and maintain Outlook calendars
• Provide complete, accurate, and timely information to the Administrator, department chairs, faculty, staff, students, and the community regarding office and College procedures
• Represent the office at College meetings, professional meetings, seminars and workshops; may serve on college-wide committees as needed
• Develop and…