Job Description
Company Description:
Middlesex Community College (MCC), established in 1970, provides access to affordable education
for a diverse community from all ethnic backgrounds and identities, preparing 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 culture of inclusion in which our employees feel supported and empowered
to best serve our diverse 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 .
As an
Affirmative Action employer, MCC strongly encourages members of underrepresented groups, minorities, women, veterans, persons with
disabilities, and all persons committed to diversity and inclusive excellence to apply.
Job Description:
Title : Administrative Assistant I
Unit : AFSCME , Unit I
Department : Enrollment Management Center
Reports to : Associate Director of Enrollment Management
Center
Date : December 12, 2023 (Reopened December 11, 2024)
General Summary :
Duties and Responsibilities :
- Provide switchboard services, including timely responses to calls to the
operator and the college's 800 line and Enrollment Communications voice mail, providing all callers with high quality, friendly, accurate,
and efficient service and college information, from 9:00 am to 5:00 pm.
- Provide staff coverage for other departments, including
admissions, student information center, and enrollment management. Possess full knowledge of Student Information Center roles and
responsibilities to provide coverage as needed.
- Respond to student problems and requests, resolving issues concerning enrollment,
retention, withdrawal, and transfer procedures where possible, referring callers to other appropriate personnel as necessary, maintaining a
liaison with and following up with faculty, advisors, personal counselors, Admissions Office, Student Accounts Office, Health Services,
Information Technologies, Enrollment Management Services, Student Information Centers, Student Activities, Financial Aid, Community Service
department, and Divisional support staff to ensure problems have been addressed and resolved.
- Maintain knowledge of academic
curricular programs and in-depth knowledge of the admissions processes relating to selective programs; explain entrance requirements for
international students, and selective programs, including placement testing, course prerequisites, and transfer credit. Electronically scan
student documents to Etrieve for the admissions office staff.
- Interview prospective students to add information to the prospective
student database in the College's CRM System.
- Assist parents of students and explain the rights and procedures with regard to the
Family Education Rights and Privacy Act.
- Verify student enrollment/graduation information to outside entities in accordance with
established procedures.
- Respond to the designated college emergency line, deploying the calls to 911 or to MCC
security.
- Provide information to students, faculty, and staff relating to enrollment services or other college matters via Avaya IP
software, email, BANNER student information system, Navigate, MCC Portal, MCC Directory, MiddleNet, Microsoft Access, and
DegreeWorks.
- Confer with the Registrar on matters of policy and procedures for complicated situations. Respond to subpoenas and
custodial or non-custodial requests for information concerning confidential student records.
- Register students for credit and
non-credit courses, verifying appropriate prerequisites, and schedule enrollment, registration, self-assessment, and advising appointments
using Navigate system. Process add/drop, withdrawals, address changes, program changes, and name changes.
- On student records, remove
holds that prevent students from registering for classes; exercise judgment in allowing prerequisite overrides based on information provided
by the students that they have completed previous coursework; assign passwords to new students.
- Obtain payment from students over
the phone, accept payment by credit cards; and process payments in BANNER. Mail receipt of payment and course schedules to students.
Complete daily cashier checkouts using the credit card payment application. Contact students if payments do not clear and offer alternative
payment methods.
- Enter in BANNER admissions applications received through the mail, email, and online CRM applications, Enter
Visiting Student Forms received through the CRM, and collect unofficial transcripts to satisfy course prerequisites.
- Assist with
processing duplicate student identification numbers. Correct data entry in the BANNER system with daily edit error reports.
- Support
outreach initiative for the admissions office by calling eligible admitted students to make registration appointments. Provide support for
the Registrar's office by calling to inform students of canceled courses and offering substitute courses in their place.
- Train and
provide technical supervision of part-time employees and work-study students. Train new hires in the office. Responsible for knowledge of
policy and procedure of the Enrollment Services division.
- Assist with New Student "Welcome Calls", and assist new students with
reviewing their admissions electronic packet and next steps. Assist students with locating their MCC ID, setting passwords, logging into the
MyMCC Student Portal, self-assessment/placement, and directing students to the FASFA online application.
- Resolve problems that may
occur, including resetting passwords using the Super User Tool. Troubleshoot Blackboard (the online server for students enrolled in online
and interactive courses). Explain the User ID and PIN procedure for entrance into the online website course.
- Instruct students in
the use of computer software, such as MiddleNet and Blackboard, to register for courses, obtain grades, and transcripts, run degree audits
using DegreeWorks, reset passwords, and assist students with problems that may arise; assist students in navigating the college
website.
- Schedule advising appointments via Navigate.
- Assist testing department with electronic coding and filing of high
school transcripts.
- Assist with outgoing calls on special projects, such as Institutional Research surveys, class cancellation
notifications, and new admits.
- Complete bulk registrations for Business and Industry and select grant-funded
courses.
- Provide payment counseling and process credit card payments using the CardPoint web app.
- Populate and maintain the
Banner Student Information system database, processing admission applications, joint admission applications, academic transcripts, transfer
credit requests, graduation applications, and in-state residency forms. Print award letters using the merge function with Microsoft Word.
Electronically send official transfer credit award letters to students.
- Generate and print transcripts using various BANNER data
entry screens or search archived and microfiche records as necessary. Provide academic transcripts to other state colleges for joint
admissions applicant students. Assist academic counselors in locating official college transcripts sent from other colleges. Research the
Parchment system for incoming transcripts from other colleges and high schools.
- Review electronic graduation applications in
BANNER. Order diplomas from the graduation database system through ACCESS; produce reports for academic advisors to review potential
graduation applicants. Maintain adequate supply of diploma covers for distribution to students at commencement. Award degrees in BANNER for
graduating students; award honor in BANNER. Proofread academic advisor degree audits, affix Phi Theta Kappa seal to eligible students'
diplomas. Run cap and gown reports from the graduation database through ACCESS for the student activities office.
- Proofread the
commencement list and newspaper list for publications. Publish posters and newspaper ads concerning graduation and the need to apply to
graduate.
- Code students in cohorts such as Lowell Promise, RPP Program, Links, Dual Enrollment, Student Success Program, and Program
for Student Achievement, so that necessary services may be provided. Check student contracts and applications for completeness and refer
them to appropriate departments as necessary.
- Assist in maintaining a series of daily edit reports to ensure student data is
accurate for HEIRS reporting. Complete outreach calls, and send electronic forms to students to collect data as needed.
- Process
electronic forms received through the Etreive/SoftDocs electronic records system.
- Maintain program materials in accessible order;
arrange for re-supply of forms, diploma covers, and inserts. Provide routine maintenance and supplies for office equipment.
- Process
college webmail through Outlook mail system and voicemail; respond to inquiries or forward emails to appropriate departments. Electronically
file email requests info in proper online folders for future reference.
- Open, process, and distribute incoming mail, and scan
support paperwork to the electronic records system.
- Provide mail preparation services for all Enrollment Services Centers and
Academic Career and Transfer Counseling Centers.
- Electronically file student documents as needed.
- Performs related duties as
required.
Requirements:
- Applicants must have at least (A) 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, (B) 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
- Experience with equity-minded work and/or understanding of individuals of diverse identities
such as race, ethnicity, socioeconomic level, sexual orientation, veterans, and individuals with different academic preparation levels and
varying physical and learning abilities.
Preferred Qualifications:
- Comprehensive understanding of
office management principles, encompassing proficiency in the utilization and applications of various general office
equipment.
- Ability to understand, explain, and apply the laws, rules, regulations, policies, procedures, specifications, standards,
and guidelines governing assigned unit activities.
- Ability to analyze and determine the applicability of data, to draw conclusions,
and to make appropriate recommendations.
- Proficiency in comprehending and communicating written and oral instructions effectively,
ensuring precision and clarity in both understanding and delivering information.
- Ability to gather information through questioning
individuals and by examining records and documents.
- Ability to write concisely, to express thoughts clearly, and to develop ideas in
a logical sequence.
- Ability to assemble items of information in accordance with established procedures.
- Ability to determine
proper format and procedure for assembling items of information.
- Ability to maintain accurate records.
- Ability to
communicate effectively in oral expression.
- Ability to deal tactfully with others.
- Ability to establish rapport and maintain
harmonious working relationships with persons from varied ethnic, cultural, and/or economic backgrounds.
- 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.
- Ability to exercise sound judgment.
- Ability to exercise discretion in
handling confidential information.
- Ability to learn and effectively use Banner, Microsoft Office software, and other department
applications.
- Bilingual skills a plus
Additional Information:
Salary Range :
$47,388.98 actual salary commensurate with academic background and experience. Employees of Middlesex Community College are considered
employees of the Commonwealth of Massachusetts and receive benefits, which include:
- High-quality and affordable health insurance
through the Commonwealth's Group Insurance Commission (GIC)
- Competitive Dental and Vision Plans
- Flexible Spending Account
and Dependent Care Assistance programs
- Low-cost basic and optional life insurance
- Retirement Savings: State Employees'
Pension or Optional Retirement Program (ORP) and Deferred Compensation 457(b) plan or 403(b).
- 12 paid holidays per year and
competitive Sick, Vacation, and Personal Time
- Tuition Benefits for employees and dependents at state colleges and
universities
- Short-Term Disability and Extended Illness program participation options
- Professional Development and
Continuing Education opportunities
- Cell Phone Bill Discounts with Verizon and T-Mobile Cell Phone Carriers
- Access to the
Commonwealth's Mass4You, employee assistance program
- Free employee parking on Bedford and Lowell campuses
- Eligibility
towards Public Service Loan Forgiveness (PSLF)
Location : Lowell campus with occasional travel to Bedford as
needed
Hours : 37.5 per week, schedule to be determined upon hire, this position will be eligible for a maximum of
two days of telework in accordance with the College's telework policy after six months of training.
Expected Start Date : February 2025
Application Deadline : January 1, 2025
Application Instructions:
All applicants must
apply online by submitting:
- Cover Letter
- Resume
- Names and contact information for three (3) professional
references
Pre-Employment Requirements :
The College will not sponsor applicants for work visas.
Successful applicants will be required to complete a Criminal Offender Record Information (CORI/SORI) request.
Middlesex Community
College only accepts application materials through our online application system. We are unable to accept application materials through
mail, email, fax, or hand delivery. If you do not have access to a computer, please contact Human Resources at careers@middlesex.mass.edu .
Middlesex Community College strives to make
the application and interview process accessible for all applicants but understands that applicants may still encounter barriers due to
ability, language, or technology. If we can make the process any more accessible for you, contact Human Resources at 781-280-3549 or careers@middlesex.mass.edu .
Job Tags
Holiday work, Full time, Contract work, Temporary work, Part time, Local area, Remote job, Work visa, Flexible hours,