Administrative Assistant II - STEM

Commonwealth of Massachusetts•Haverhill, MA

14h•$62,548 - $88,248•Onsite

About The Position

Northern Essex Community College (NECC) serves more than 5,000 students annually across its campuses in Haverhill and Lawrence, Massachusetts. Recognized as one of the 2026 Most Promising Places to Work in Community Colleges, NECC's success is driven by a mission-centered culture and a highly engaged workforce. As the first federally designated Hispanic-Serving Institution in New England, NECC remains committed to fostering a diverse, equitable, and inclusive workplace. Rooted in the Merrimack Valley, NECC plays a vital role in strengthening the region through workforce development, expanded access to affordable higher education, increased degree attainment, and strong partnerships with businesses. NECC employees are united by a shared commitment to expanding access to educational opportunities, supporting students in completing their academic journey in a timely and equitable manner, and preparing graduates for long-term success in the workforce. The college invests in its people through ongoing professional development opportunities, collaborative leadership, and a supportive work environment.

Requirements

At least (A) 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 administration or program management, or (B) 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 a maximum of two years of 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.
Educational substitutions will only be permitted for a maximum of two years of the required experience.

Nice To Haves

Bachelor's Degree in Business, or related field preferred.
Strong working knowledge and demonstrated experience in Microsoft Office (Outlook, Word, Excel).
Demonstrated experience in a community college setting.
Familiarity using Banner Information System, budgeting systems, and EAB Navigate
Strong verbal and organizational skills.
Ability to work independently and as part of a team.
Aptitude for sorting through information quickly and efficiently.
Experience in a higher education environment.
Able to manage multiple projects simultaneously and meet deadlines.
Adept at learning how to use new technology.
Bilingual (English /Spanish).
Experience working with and supporting a culturally diverse, population in a Hispanic-Serving Institution.

Responsibilities

Serve as the point of contact for the Dean; answer and field phone calls, respond to inquiries and e-mails in the absence of the Dean
Reserve rooms for meetings and events
Monitor and track multiple departmental budgets and grants on an ongoing basis; submit online requisitions, track expenditures, P-card purchases and reallocations, track personnel and operational spending based on fiscal deadlines, identify funding for various purchases, assist in identifying budgetary projections and shortfalls
Communicate effectively and with cultural competence with the diverse student and faculty population, administration, staff and the general public
Follow established procedures when responding to inquiries from students, faculty and staff to provide information and take appropriate actions
Compose, proofread and maintain documents and communication for accuracy and completeness.
Work cross-functionally with other teams such as the Office of Finance, Human Resources, Payroll, Facilities, and Information Technology to build relationships and support special projects
Assists in the hiring process, ensuring alignment with NECC hiring requirements, policies, and procedures.
Tracks employee time-off schedules and requests
Submit work orders and maintenance tickets as needed
Develop online forms, surveys, QR codes for various events
Assist with organizing student outreach efforts; create and distribute callout-lists, make calls to students
Print, scan and process confidential documents
Composes documents to support program processes and procedures
Organizes and updates the digital repository of program-related documents, including curriculum materials, policies, procedures, and guidance documents, making them accessible to the STEM Division
Maintain and verify the workload reassignment forms for STEM each semester
Maintain office supplies and complete orders through internal supply requisitions and outside vendors
Plan and coordinate events with both internal and external partners
Perform other duties and tasks assigned