Administrative Assistant I, Enrollment Management

Middlesex Community College•Lowell, MA

4d•Hybrid

About The Position

The Administrative Assistant I provides comprehensive front-line support within the Enrollment Management Center, serving as a primary point of contact for students, prospective students, families, faculty, staff, and the public. The position responds to telephone, email, voicemail, and in-person inquiries; provides accurate information regarding College programs, policies, and enrollment processes; assists students in navigating College systems and services; and performs a broad range of administrative and student records functions in support of Enrollment Services.

Requirements

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.
Any equivalent combination of the required experience and the substitutions below.
An Associate's or higher degree with a major in business administration, business management, or public administration may be substituted for the required experience.
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.

Nice To Haves

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

Responsibilities

Provides front-line customer service and telephone coverage, responding to calls to the College's main and 800 lines, Enrollment Communications voicemail and email, and other inquiries. Provides accurate information and appropriately refers or escalates complex matters.
Assists current and prospective students with admissions, registration, enrollment, retention, withdrawal, transfer, graduation, placement, advising, and related processes, including requirements for selective programs and international students.
Provides cross-functional coverage and administrative support for Enrollment Services areas, including Admissions, the Student Information Center, Enrollment Management, the Registrar's Office, and other departments as needed.
Processes student transactions and maintains accurate records in BANNER and other College systems, including applications, registrations, add/drop and withdrawal requests, demographic and program changes, prerequisite overrides, enrollment and graduation verifications, transfer credit documentation, residency forms, and other student records.
Assists students with navigating College technology and systems, including the MCC Portal, Navigate, DegreeWorks, Blackboard, Etrieve/SoftDocs, and other platforms; provides assistance with account access, passwords, registration, placement, transcripts, degree audits, and related functions.
Provides information regarding FERPA and safeguards confidential student information in accordance with College policies and applicable law.
Processes authorized requests for student records, including subpoenas and custodial/non-custodial requests, in accordance with established procedures.
Processes student payments and related transactions, including credit card payments, cashier reconciliation, receipts, and follow-up regarding unsuccessful payments; provides general payment guidance to students.
Supports admissions and enrollment outreach initiatives, including welcome calls, registration outreach, class cancellation notifications, surveys, and other special projects.
Supports graduation and commencement processes, including reviewing graduation applications, awarding degrees and honors, processing diploma and cap-and-gown information, generating reports, and assisting with graduation communications and records.
Processes, maintains, scans, and electronically files student records and supporting documentation; reviews data and edit reports to identify and correct errors and supports accurate institutional and state reporting.
Assists with transcript processing, including generating official transcripts, researching archived records, locating incoming transcripts, and processing transfer-related documentation.
Processes specialized and bulk registrations and maintains student cohort information for designated College programs, grants, partnerships, and initiatives.
Coordinates with faculty, advisors, counselors, Enrollment Services staff, and other College departments to resolve student concerns and ensure appropriate follow-up.
Responds to the designated College emergency line and appropriately directs emergency calls to 911 or College Public Safety in accordance with established procedures.
Trains new employees and provides training and technical guidance to part-time employees and student workers.
Performs general administrative functions, including processing mail and webmail, maintaining electronic files and program materials, preparing correspondence and reports, maintaining office supplies, and supporting office operations.
Maintains current knowledge of Enrollment Services and College policies, procedures, programs, systems, and resources.
Performs related duties as required.

Benefits

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)