Administrative Assistant II - Center for Adult Education

Commonwealth of Massachusetts•Lawrence, MA

1d•Onsite

About The Position

The Administrative Assistant II reports to the Executive Director and provides administrative support for the operations of the Center for Adult Education (CAE). This role involves maintaining records, assisting with enrollment activities, supporting front desk operations, scheduling events, assisting with procurement, maintaining digital repositories, supporting hiring processes, and assisting CAE programs and services.

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.
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.
Educational substitutions will only be permitted for a maximum of two years of the required experience.
Legal authorization to work in the United States.
Successful completion and review of a background check which will include CORI (Criminal Offender Record Information) and SORI (Sex Offender Registry Information).

Nice To Haves

Bachelor's Degree
Highly developed customer service skills
Proficiency with Microsoft Office Suite
Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
Ability to work independently and in a team setting.
Budget and Accounting experience
Bilingual (English /Spanish)
Experience working with and supporting a culturally diverse population

Responsibilities

Provides support to the Executive Director and CAE staff with administrative tasks as needed and supports day-to-day office operations, including front desk coverage and responding to inquiries from students, staff, program participants, and visitors.
Maintains accurate records and databases (Destiny One, LACES, etc.) related to prospective students and enrollment activities and supports required program data entry and reporting processes.
Supports enrollment pipeline activities and works closely with staff to ensure a smooth transition from interest to enrollment.
Assists with scheduling meetings and events for enrollment e.g., testing sessions, information sessions, orientation, etc. and coordinates room reservations and logistical support for program activities and meetings.
Tracks enrollment-related data and prepares reports to support program planning, enrollment activities and decision-making.
Generates routine reports related to enrollment activities and program operations.
Supports the department's financial operations by monitoring budgets and expenditures, maintaining financial documentation, verifying invoices and payment records, assisting with expense reconciliation, and ensuring program expenses are accurate, allowable, reasonable, and properly documented and allocated.
Performs departmental procurement and inventory activities by managing office supply needs, identifying vendors, preparing requisitions, placing orders in accordance with NECC procurement policies, and maintaining records of goods ordered and received.
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 CAE team.
Provides administrative support for hiring processes in accordance with NECC requirements, policies and procedures.
Tracks employee time-off schedules and requests.
Assists with monthly reporting.
Supports the planning and preparation of CAE events, including AEFL Week celebrations, graduation and student recognition ceremonies and other program events.
Provides support to the Testing, Enrollment and Data Coordinator in maintaining data.
Provides administrative support for program operations, including maintaining records, coordinating materials and supplies and assisting with special projects as needed.
Coordinates administrative processes and provides independent support for assigned program operations.