Administrative Assistant II, Nursing

Category: Full-time Staff

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Department: Academic Affairs

Locations: Lowell, MA

Posted: Feb 10, 2026

Closes: Mar 3, 2026 - 11:59 PM EST

Type: Full-time

Position : 197175

Middlesex Community College (MCC), established in 1970, provides access to affordable education to prepare 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 work environment where our employees feel supported and empowered to best serve our 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.

Title: Administrative Assistant II, Nursing

Unit: AFSCME, Unit I, Grade 17

Department: Health Division, Nursing Department

Reports to: Senior Director of Nursing Education

Date: February 10, 2026

General

Summary:

The Administrative Assistant II provides administrative support to the Nursing Department and the Health Division in connection with assigned activities including: purchasing duties, preparing reports, compiling data, processing correspondence, conferring with students and departmental faculty, maintaining a collegial relationship with college employees and outside agencies, responding to inquiries, maintaining records and files, scheduling meetings and appointments, receiving, copying and disseminating materials, and providing administrative functions.

Performs other related duties as required.

• Act as the Nursing Department representative and first point of contact.
• Answer telephone calls and respond to Nursing Department inquiries regarding programs, functions, exams and courses in addition to calls pertaining to the daily operation of the office.
• Provide support to students, assisting them in locating classes or faculty and offering general information on college procedures.
• Provide basic and triage support in problem solving office equipment such as fax machines, copiers, printers and phones.
• Utilize college systems for reserving rooms for the Nursing department and Health Division.
• Assist faculty, as requested, with various system access including but not limited to access/use of voice mail, e-mail, Exam Soft, Banner, Black Board, Middle Net, and Trajecsys systems.
• Collect nursing course materials/syllabi, prepare materials for evaluation, distribute to the Director of Nurse Education and Dean of Health.
• Act as purchasing agent for the Nursing Department and other programs in the Health Division as needed.
• Contact vendors to obtain quotes, negotiate prices and shipping charges, and order items.
• Monitor department budgets by viewing the Banner System and requesting the transfer of funds among object codes to allow personnel expenditures and purchase requests to be processed.
• Enter purchase request information into Banner for department purchase and follow-up on requests with Purchasing and Shipping/Receiving departments.
• Maintain strong working relationships with Purchasing Department, Accounts Payable, and facilities to ensure flow of supplies and equipment for the Nursing Department and/or other programs in the Health Division.
• Rectify purchasing documents and resolve any invoice issues with vendors and Accounts Payable.
• Maintain a filing system for current course materials and faculty contact information.
• Develop and maintain spreadsheets, databases, and email distribution lists needed for monitoring departmental/divisional activities.
• Maintain current database of Nursing Advisory Board.
• Collect and submit weekly timesheets for faculty in the Health Division.
• Attend division, department and advisory board meetings as requested.
• Take meeting minutes as requested.
• Assist and work with other administrative office support personnel to maintain appropriate level of communication throughout the college.
• Compose letters, memoranda and reports for the nursing department.
• Complete student Certification of Graduation of Nursing forms for submission to the Massachusetts Board of Nursing.
• Verify correct completion of employment application, facilitate collection of required health record documentation, and complete CORI forms for new faculty hires.
• Track and maintain contracts with clinical agencies (hospitals, nursing homes, Visiting Nurse Associations, Etc.) where students are placed for experience and verify annually for renewal.
• Order, announce, process and proctor the Advanced Placement Test and other exemption tests to students including collection of fees for the test which is then submitted to the Student Account's Office.
• Prepare Stipend Requests and…